Homeless Management Information System for Non-profits using No-code Tools

No-code tools and cloud software have become a game-changer for nonprofits who work for the Homeless Management Information System. Read our blog to understand the benefits of no-code tools to improve the HMIS data system for your nonprofit organization.

What is a Homeless Management Information System?

Homeless Management Information Systems are software systems that record and maintain client-level data on homeless people’s characteristics and service needs. Although HMIS implementation is mandatory for programs receiving federal money through the Continuum of Care, Emergency Shelter Grant, and Runaway and Homeless Youth programs, CoCs strive to incorporate all service providers in its usage, regardless of funding source. Each CoC has its own management system that can be customized to meet local needs while also adhering to federal HMIS Data and Technical Standards. They’ve been implemented across the country and now cover almost every neighborhood.

The characteristics of each person who uses a program within the homeless services system, such as emergency shelters, quick rehousing programs, transitional housing programs, and permanent supportive housing, are recorded in HMIS systems. HMIS, for example, provides extensive data on a person’s gender, age, ethnic and racial background, disability, veteran status, and household composition. HMIS facilitates the analysis of service-use patterns by providing entry and exit dates for each program stay. This allows people and families to better understand how the homeless services system works.

How do Nonprofits use the Homeless Management Information System?

A case management module complements client intake by allowing you to track information electronically throughout the client service delivery process. Information gathered from case manager contacts with clients, such as needs assessments, history, program participation, and service plan goals, are all included in case management data items.

Some HMIS case management modules can be set up to make interagency collaboration easier. This feature enables case managers from various programs working with the same client to share client-level data. This sharing can help clients avoid competing for case management plans by reducing duplicative intake and assessment, improving interagency service coordination, supporting case management allocation, and preventing conflicting case management plans for clients enrolled in different programs.

The following steps are used by HMIS systems to have a smooth workflow:

  • Planning: A community must first define what it wants to learn and how it can do so using technology before implementing an effective HMIS. Depending on how the system is set up, HMIS can provide a variety of advantages.
  • Designing the System: After completing the basic steps of planning and organizational development, a community can start creating an HMIS to best fulfill the needs of local partners.
  • Software selection: This step presents methods for selecting appropriate HMIS software products.
  • Funding: This step provides a framework to help communities think about the various funding demands and potential resources available to finance the planning, implementation, and operation of an HMIS.
  • Implementation and Management: This process involves many decisions and stages such as management model, local organization selection, etc.
  • Operation protocols: This step focuses on several tasks that need to be finalized before system operation, including developing SOPs, ensuring data accuracy, and stakeholder training.
  • Data usage: Data resulting from HMIS can inform program, agency, and community-wide planning.

Homeless Management Information System using No-code tools: Case Study

  • Massachusetts has a history of consumer involvement in the implementation process. When Massachusetts first implemented its HMIS, consumers participated in the process of creating privacy protection and informed-consent procedures. As programs began using the system, consumers designed and delivered training workshops for case managers. These year-round workshops focused on sensitivity training and privacy protections. Today, several consumer representatives hold official seats on the steering committee. These representatives also convene a consumer advisory group that reviews system policies and procedures, offers consumer involvement training to community agencies, and disseminates information on the HMIS to other local consumers and providers. Consumers have also represented the project nationally, helping other communities engage consumers to enhance data collection and analysis. 

  • Franklin County, Ohio (City of Columbus) demonstrates that significant programmatic change can occur as a result of analyzing HMIS data. A longitudinal view of homelessness in the county showed that there were two distinct types of single male shelter users—each with different service and housing needs. The study found that 15 percent of the city’s homeless men used more than 56 percent of the system’s resources, while the remaining 85 percent stayed in the system only for short transitional periods. The long-term shelter users often required additional services, including mental health and substance abuse treatment. Identification of the specific characteristics and needs of the chronically homeless men enabled community members to devise a new strategy, entitled Rebuilding Lives. As a result of the study, the task force recommended that the city and county develop service-enriched supportive housing for long-term users of the system thus freeing shelter resources for those requiring short-term support. These findings formed the basis of a communitywide strategic plan regarding homelessness.

No-code tools for Homeless Management Information System

It is essential to note that HMIS software should be at par with the interest of the nonprofits. The technical assessment of software products should analyze information sharing architecture, privacy protections, database robustness, security features, data elements, capacity for customization, and reporting capabilities. This is crucial to prevent data loss or system hackings which is a major operating factor in HMIS systems. 

The question arises of how these no-code tools and cloud software aid in managing such extensive tasks. The answer is straightforward, through automated systems and pre-made functions that are easy to operate via a drag and drop system.

Here is Workmap.ai, one of the leading no-code tools for data handling, evaluation, assignment, and management. This no-code automation tool is a widely preferred choice amongst nonprofits like American Red Cross for its seamless working. The tool allows users to customize and automate their workflows to assign and manage cases accordingly for a more convenient client-caseworker operation. The Auto Resource Matching with the A.I. The feature of Workmap.ai lets caseworkers segregate incoming cases according to their domain.  

Moreover, Workmap.ai also allows users to customize their matching system according to their preferences and choices, making it an excellent pick for Homeless Management Information System. The no-code tool reduces the excessive time required in manual matching systems with just one click.

Wrapping up

Data loss has been greatly decreased thanks to no-code devices and cloud systems, which has benefited NGOS and NPOS in creating a better working environment for their staff and volunteers. When such NGOs have a consistent work input and output, it shows in their work. With no-code tools and cloud platforms, Homeless Management Information System has seen a great improvement in managing information regarding homelessness, data analysis, estimating number of homeless people, research, and relocating them to a good space. In this manner, no-code tools have provided a better replacement for manual work to reduce the backlogs in crucial cases and for the betterment of such people.