HMIS Software Transition and Reporting Update
In August of 2024, the Minnesota Homeless Management Information System (HMIS) officially transitioned into ClientTrack as the result of a community-engaged software review and change in software vendor. Minnesota’s HMIS administrator, Institute for Community Alliances (ICA), continues to provide HMIS release updates on their website related to this transition.
As a result of this transition, reports for Long-term Homeless (LTH) and High Priority Homeless (HPH) projects, including Housing Trust Fund (HTF) Program Rental Assistance administrators and those with LTH or HPH units per capital financing requirements from Minnesota Housing, are not yet ready for the mid-federal fiscal year reporting period that ended on March 31, 2025. This includes the LTH HPH Supplemental (024) report. Read on to understand the expectations for this reporting period due to these report release delays.
HMIS Reporting for Long-term Homeless and High Priority Homeless Projects
HMIS report submission is not required at this time for projects with capital financing from Minnesota Housing that include units set aside to serve Long Term Homeless (LTH)/High Priority Homeless (HPH) households and Housing Trust Fund (HTF) Program Rental Assistance administrators.
Instead, projects with LTH/HPH units and HTF Program Rental Assistance administrators are expected to verify data is up to date and accurate by July 15, 2025. At that point, ICA will run summary reports for LTH and HPH projects, and Minnesota Housing and ICA will determine whether follow up is needed based on data entry and participation in ClientTrack.
A reminder eNews with these expectations will be sent out before July.
End of Federal Fiscal Year Reporting Period Update
For the reporting period ending September 30, 2025, relevant LTH and HPH reports are expected to be functional in HMIS. Therefore, report submission expectations for HTF Program Rental Assistance administrators will resume at the conclusion of the federal fiscal year, with reports covering data from October 1, 2024, through September 30, 2025, expected to be due by November 3, 2025.
For site-based projects that received capital financing to include LTH or HPH units, all will be expected to verify that data entry is complete and up to date for this reporting period. Most projects, however, will not be required to submit reports. Further detail on projects expected to submit reports will be shared in September, more than 30 days prior to report submission deadline of November 3, 2025.
High Priority Homeless Documentation Update
The HPH Eligibility Confirmation Form report used to verify HPH eligibility has not been available in ClientTrack since the software transition in July 2024. On April 3, 2025, a draft or “beta” version of the HPH Eligibility Confirmation Form (079, v2025.1) report was released. This report confirms that clients enrolled in a project were referred through Coordinated Entry and allows HMIS users to print off a copy of that confirmation form for a client’s file.
ICA believes the HPH Eligibility Confirmation Form report to be working properly, but there may still be outstanding bugs or issues while the report is in beta form. If you use this report and identify anything that doesn’t look quite right please notify ICA’s Help Desk and include the report name, number, and version number (HPH Eligibility Confirmation Form 079, v2025.1) in the email, along with what you noticed. Please ensure that no personally identifying information of clients are included in your email.
As of now, you can begin using the HPH Eligibility Confirmation Form report to document HPH eligibility. Until the final version of the report is released, the alternative methods allowed during the transition can still be used to verify HPH eligibility. These options include the Coordinated Entry Priority List manager completing the HPH Eligibility Confirmation Form for Households Not Entered in HMIS, or verifying by email that the household was referred by Coordinated Entry and is considered eligible as HPH.
We will send out a separate eNews with instructions on the HPH Eligibility Confirmation Form report.
Questions?
For questions on Minnesota Housing HMIS requirements, please contact mhfa.lth-hmis@state.mn.us.
For questions on the software transition or data entry questions, please contact the HMIS Helpdesk at mnhmis@icalliances.org.
About Minnesota Housing
Minnesota Housing, the state’s housing finance agency, works to provide access to safe, stable and accessible housing Minnesotans can afford in a community of their choice. In 2024, the Agency distributed $1.96 billion in resources and served 73,650 households. Visit our website to learn more.
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