Understanding HMIS and CAS in Dallas and Collin Counties
Homeless Management Information System (HMIS)
The Homeless Management Information System (HMIS) is a database required by the U.S. Department of Housing and Urban Development (HUD) for use by homeless-serving providers that receive federal funding. It serves as the primary system of record for documenting client services and program enrollment across the Continuum of Care (CoC).
Housing Forward serves as both the CoC Lead and HMIS Lead for the Dallas and Collin County CoC (TX-600). In this role, Housing Forward administers the CoC's HMIS software — ClientTrack by CaseWorthy — and is responsible for ensuring that participating organizations use the system in accordance with HUD data standards and local policies.
HMIS enables the CoC to meet federal reporting requirements and to use data to evaluate the effectiveness of the homeless response system across our community. Providers who enter data into HMIS offer a range of services, including outreach, emergency shelter, transitional housing, rapid rehousing, permanent supportive housing, case management, homeless prevention, and documentation assistance, among others.
Note for Victim Service Providers: Organizations funded to serve survivors of domestic violence are prohibited from participating in the CoC's HMIS. Instead, they are required to use a HUD-approved comparable database that mirrors HMIS functionality while meeting stricter privacy protections.
Coordinated Access System (CAS)
The Coordinated Access System (CAS) is the CoC's coordinated process for identifying people experiencing homelessness, prioritizing them for housing interventions, and connecting them to available housing resources across Dallas and Collin Counties. CAS is administered within HMIS and is overseen by Housing Forward's Director of CAS.
How neighbors access CAS:
Neighbors access CAS by presenting at a designated Access Point approved by the Director of CAS. Access Point case managers first attempt to divert the neighbor from entering the homeless response system by exploring whether immediate alternatives exist. If diversion is not possible, the case manager conducts a CAS assessment by enrolling the neighbor in CAS within HMIS, which places them on the housing prioritization list.
How the prioritization and referral process works:
Once enrolled, the Access Point case manager is expected to maintain ongoing contact with the neighbor and keep the CAS enrollment current in HMIS. When a housing opening becomes available, Housing Forward's CAS Administrator sends a referral in HMIS to a housing provider with capacity to serve that neighbor.
Providers with specific funding sources are required to receive housing referrals exclusively through CAS from Housing Forward. Some housing programs may not require a CAS referral depending on their funding and program design — however, most housing programs in HMIS do. CAS referrals sent by Housing Forward are the only type of referrals processed through HMIS.
How Community Partners Can Help
If your organization serves people who are experiencing or at risk of homelessness and you want to connect them to housing resources, the most effective step is to build a direct relationship with an Access Point case manager so that you can jointly engage the neighbor and support them through the CAS process together.
If you are interested in learning more about HMIS participation or how your organization can formally partner with the CoC, please continue with the submission of this form to Housing Forward's Data Management & Reporting team. You will be invited to the next monthly information session.
