Resources

Coordinated Entry Toolkit: Infrastructure

Toolkits  |  May 3, 2017

Per the U.S Department of Housing and Urban Development’s (HUD) Continuum of Care (CoC) Program interim rule, each CoC is required to implement a coordinated entry system that covers the geographic area of their CoC. The purpose of this toolkit is to provide CoCs with a wide array of examples of coordinated entry documents, tools, and products that have been created by communities from across the country. These community-developed documents are compiled to reflect the various stages of coordinated entry implementation, design, and management approaches. Not all documents will be applicable to every CoC.

These community-developed documents are compiled to reflect the various stages of coordinated entry implementation, design, and management approaches. Not all documents will be applicable to every CoC. Please keep in mind that these are community developed resources, and are not official HUD guidance or resources and have not been vetted by the National Alliance to End Homelessness Center for Capacity Building to assure consistency with HUD’s Coordinated Entry Notice. 

TOOLKIT:

This section of the toolkit provides sample documents on the following topics: Oversight and Management of Coordinated Entry, Data Management and Technology Infrastructure, and Evaluation. Within each topic of this section of the toolkit, communities will share sample budget proposals, job descriptions, surveys to evaluate coordinated entry systems, and HMIS data sharing agreements.

These sample resources are organized by each chapter topic in HUD’s Coordinated Entry Guidebook, and present examples from large, urban communities, as well as suburban and rural CoCs. This Coordinated Entry Resources Toolkit should provide you with ideas and examples from peers that can help bolster your local coordinated entry planning and operations.

Oversight and Management of Coordinated Entry

Southern Nevada Coordinated Intake FAQs
Las Vegas, NV

This document provides responses to frequently asked questions of providers participating in the Las Vegas, NV CoC’s coordinated entry system and those with general inquiries about how the system works.

Charlotte Mecklenberg CA Information Sheet
Charlotte, NC

This document provides an overview of the Charlotte, NC CoC’s coordinated entry system.

Houston/Harris County CoC Coordinated Entry System Presentation
Houston, TX

This presentation provides an overview of the Houston/Harris County CoC’s coordinated entry system.

Coordinated Access Fact Sheet
Houston, TX, October 2016

This document provides a brief overview of the Houston/Harris County CoC’s coordinated entry system.

Connecticut Coordinated Access Background and Map
CT Coalition to End Homelessness

This presentation provides an overview of the CT Coordinated Access Networks (CANs).

Matrix of Community Coordinated Entry Models
Focus Strategies, December 2014

This matrix provides a snapshot of eight unique implementations of coordinated entry systems.  Information is provided on the access, assessment and prioritization processes for each community, as well as an overview of the relative strengths and challenges with each implementation.

 

Coordinated Assessment 101: Understanding the Basics
The Alliance, February 2013

This training covers the fundamental requirements on coordinated entry, per the CoC Program interim rule. The training also presents distinct models of implementation and includes presentations from providers who have experience with coordinated entry.

SNAPS Weekly Focus: Why Coordinated Assessment is Critical to Ending Homelessness Locally
HUD, July 2013

This message from HUD SNAPS leadership provides a brief description of why HUD is focused on ensuring CoCs have implemented coordinated assessment systems.  Communities can use this document to reinforce key HUD messages on the definition and application of coordinated entry.

Continuum of Care’s Coordinated Assessment System
HUD, September 2013

This presentation provides an overview of the coordinated entry system requirement under the CoC Program interim rule. The presentation explains the intent and details associated with this responsibility.

CoC Program interim rule
HUD, July 2012

The CoC Program interim rule codifies into regulation the requirements and expectations that HUD has for the homeless assistance projects that it funds through the CoC Program.  Included in the interim rule is a definition of coordinated assessment/centralized intake (now referred to as “coordinated entry”).

Coordinated Entry Policy Brief
HUD, February 2015

This policy brief summarizes HUD’s views on goals for the coordinated entry process. This brief does not establish requirements for Continuums of Care (CoCs), but rather is meant to inform local efforts to further develop CoCs’ coordinated entry processes.

Coordinated Entry Notice
HUD

The Notice establishes new requirements that CoCs and recipients of CoC Program and Emergency Solutions Grants (ESG) Program funding must meet related to the development and use of a centralized or coordinated assessment system. It also provides guidance on additional policies that communities should consider incorporating into written policies and procedures to achieve improved outcomes for people experiencing homelessness. Each CoC is expected to establish or update its coordinated entry process in accordance with the interim rule and this Notice by January 23, 2018.

RFQ and Application for Coordinated Entry
Charlotte, NC, January 2014

This is a sample RFP that was used to solicit organizations to participate in the Charlotte CoC’s coordinated entry system.

Coordinated Entry Project Plan
Homeless Alliance of Western New York, August 2015

This local project plan was developed by the Homeless Alliance of Western NY as the CoC started its initial design of a coordinated entry system. The CoC’s project plan includes key dates and milestones, as well as a brief analysis of five local CoCs that have already begun the implementation of their coordinated entry system.

Organizational Structure
Washington, DC, September 2016

This sample document explains how tasks associated with the implementation of the Washington D.C.’s coordinated entry system for single individuals are divided among four primary teams.

Coordinated Intake & Assessment Appeals Process for Clients
Jacksonville, FL

This document outlines the Jacksonville CoC’s client grievance and appeal process.

Coordinated Intake & Assessment Appeals Process for Member Agencies
Jacksonville, FL

This document outlines the Jacksonville CoC’s agency grievance and appeals process.

Coordinated Entry Assistant Manager Job Description
Milwaukee, WI

This is a sample job description of a Coordinated Entry Assistant Manager for the Milwaukee CoC’s coordinated entry system.

Job Description – Intake Specialist with Coordinated Entry System
Jacksonville, FL

This document provides the job description of the central intake specialist for the Jacksonville CoC’s coordinated entry system.

Coordinated Intake Change Advisory Team Meeting Agenda
Las Vegas, NV

Sample meeting agenda for core advisory group that meets regularly for the Las Vegas CoC to review the progress of CE system.

Charlotte MOU
Charlotte, NC

This MOU is an agreement between the Charlotte CoC and the local providers that are participating in the coordinated entry system.

Data Management and Technology Infrastructure

Coordinated Entry Program: Consent to Release Confidential Information
Milwaukee, WI

This sample form allows the individual accessing the Milwaukee CoC’s coordinated entry system to consent to release relevant personal information to the agencies noted in the form.

Agency Partner Agreement for Utah Homeless Management Information System
Salt Lake City, UT

This document details the agreement between the agency partner and the Salt Lake CoC’s HMIS Lead Agency to share data, as well as data collection and reporting expectations.

Revised Helen Report
Charlotte, NC

This document is a report on the Charlotte CoC’s coordinated entry system’s performance.  The report looks at number of clients referred, placed, and type of assistance received.

HMIS training
Los Angeles, CA

This video training instructs users of the Los Angeles CoC on how to use HMIS to collect assessment data for their local coordinated entry system.

Is Your HMIS Ready for Coordinated Assessment?
Clarity Human Services, August 2014

This document summarizes the key questions that a CoC must ask of its HMIS to determine if it is the appropriate tool for coordinated entry.

HMIS Agency Participation Agreement
Coalition for the Homeless (Houston/Harris County), March 2013

This the Houston CoC’s agency participation agreement for HMIS.

Coordinated Entry and HMIS FAQs
HUD, March 2015

This HUD frequently asked questions (FAQs) document responds to questions about the coordinated entry process and how it relates to Homeless Management Information Systems (HMIS) for Continuums of Care (CoC).

HMIS Data Standards
HUD, September 2015

The HMIS Data Standards Manual is intended to serve as a reference and provide basic guidance on HMIS data elements for CoCs, HMIS Lead Agencies, HMIS System Administrators, and users. While HUD does not require the use of HMIS for coordinated entry, any CoCs using HMIS for this purpose must follow the data collection requirements in the Manual.

Interagency Data Sharing Agreement
NW Social Services Connections (Portland, OR), June 2015

This is the interagency data sharing agreement used by the Portland CoC’s HMIS.  The agreement discusses how data will be protected and used.

Evaluation

HAC Monthly Housing Update
Los Angeles, December 2015

This report presents the monthly indicators for the Los Angeles CoC’s coordinated entry system.

Standards of Excellence
Los Angeles, May 2014

This document includes the Los Angeles CoC’s performance goals and quality standards for outreach programs, engagement services, emergency/crisis/interim housing, and permanent supportive housing projects in the Los Angeles CoC.

Coordinated Entry Toolkit (Evaluation Checklist)
Building Changes

This section of a toolkit on coordinated entry systems outlines the steps that CoCs are encouraged to take when preparing for an evaluation of their coordinated entry system.  The checklist considers both HUD requirements for the system performance measures, as well as potential evaluation process models.

Coordinated Assessment Evaluation Tool
The Alliance, March 2012

The tool has two parts: one part should be completed before a coordinated entry system has been implemented, and one part should be completed six months to a year after implementation. Communities can use this tool as a quick way to assess how well their coordinated assessment system is functioning.

Evaluating and Refining Your Coordinated Access System
Abt Associates, March 2012

This presentation suggests steps that CoCs can take to evaluate their system using HMIS, PIT, HIC and AHAR data. The presentation also discusses how to prepare an evaluation plan for your system, and suggest optimal outcomes that CoCs should consider when evaluating their system.

System Performance Measures in Context
HUD, July 2014

This document briefly summarizes the HUD system performance measures.

System Performance Measure Guide
HUD, May 2015

The purpose of this introductory guide is to help CoCs understand how HUD expects CoCs to calculate and use the system performance measures as the established selection criteria for awarding CoC Program projects and to evaluate system performance.

System Performance Measure Tools
HUD, May 2015

The purpose of the System Performance Measures Tools page is to provide Continuums of Care (CoCs), Homeless Management Information System (HMIS) administrators, and HMIS vendors the tools necessary to consistently calculate and analyze system performance measures.

System Performance Measure Videos
HUD, October 2015

These videos can Continuum of Care (CoC) leaders, System Administrators, and other community stakeholders in understanding the system performance measures and facilitate conversations about how to effectively use the HUD-required system performance measures. Each video provides a detailed description of the purpose of the measure, an illustrated depiction of how the measure is calculated, and some considerations for how the results can be used locally to inform system planning.

Coordinated Entry Customer Survey
Milwaukee, WI

This survey document is provided to individuals who contacted the central intake point in the Milwaukee CoC to gather information on the experience of those accessing the system.

CA Oversight Eval of Pilot Diversion Project
Charlotte, NC

This is a local, brief evaluation of the Charlotte CoC’s diversion pilot program.

Charlotte Summary Report
Charlotte, NC

This is a sample local evaluation of the Charlotte CoC’s coordinated entry system.

Performance Standards
Columbus, OH

This document outlines the program performance standards to which the Community Shelter Board (CSB) in Columbus, OH evaluates homeless assistance programs. The standards are based on CSB governance policies, standards set by the Department of Housing and Urban Development, local continuum of care (CoC) measures, and accepted best practices.

HAWC Quarterly Report
Washtenaw County Continuum of Care (Michigan)

This local report documents the CoCs performance in meeting its local standards for evaluating its coordinated entry system.

CT Coordinated Access Data Dashboard
CT Coalition to End Homelessness, February 2017

This interactive dashboard report allows users to drill down for details on key performance indicators for the state’s coordinated access system.

Learn More about HUD’s Coordinated Entry Requirements

Read HUD’s Coordinated Entry Guidebook

Ask HUD a Question about Coordinated Entry

Submit a question HUD

This section of the toolkit provides sample documents on the following topics: Oversight and Management of Coordinated Entry, Data Management and Technology Infrastructure, and Evaluation. Within each topic of this section of the toolkit, communities will share sample budget proposals, job descriptions, surveys to evaluate coordinated entry systems, and HMIS data sharing agreements.

These sample resources are organized by each chapter topic in HUD’s Coordinated Entry Guidebook, and present examples from large, urban communities, as well as suburban and rural CoCs. This Coordinated Entry Resources Toolkit should provide you with ideas and examples from peers that can help bolster your local coordinated entry planning and operations.

Oversight and Management of Coordinated Entry

Southern Nevada Coordinated Intake FAQs
Las Vegas, NV

This document provides responses to frequently asked questions of providers participating in the Las Vegas, NV CoC’s coordinated entry system and those with general inquiries about how the system works.

Charlotte Mecklenberg CA Information Sheet
Charlotte, NC

This document provides an overview of the Charlotte, NC CoC’s coordinated entry system.

Houston/Harris County CoC Coordinated Entry System Presentation
Houston, TX

This presentation provides an overview of the Houston/Harris County CoC’s coordinated entry system.

Coordinated Access Fact Sheet
Houston, TX, October 2016

This document provides a brief overview of the Houston/Harris County CoC’s coordinated entry system.

Connecticut Coordinated Access Background and Map
CT Coalition to End Homelessness

This presentation provides an overview of the CT Coordinated Access Networks (CANs).

Matrix of Community Coordinated Entry Models
Focus Strategies, December 2014

This matrix provides a snapshot of eight unique implementations of coordinated entry systems.  Information is provided on the access, assessment and prioritization processes for each community, as well as an overview of the relative strengths and challenges with each implementation.

 

Coordinated Assessment 101: Understanding the Basics
The Alliance, February 2013

This training covers the fundamental requirements on coordinated entry, per the CoC Program interim rule. The training also presents distinct models of implementation and includes presentations from providers who have experience with coordinated entry.

SNAPS Weekly Focus: Why Coordinated Assessment is Critical to Ending Homelessness Locally
HUD, July 2013

This message from HUD SNAPS leadership provides a brief description of why HUD is focused on ensuring CoCs have implemented coordinated assessment systems.  Communities can use this document to reinforce key HUD messages on the definition and application of coordinated entry.

Continuum of Care’s Coordinated Assessment System
HUD, September 2013

This presentation provides an overview of the coordinated entry system requirement under the CoC Program interim rule. The presentation explains the intent and details associated with this responsibility.

CoC Program interim rule
HUD, July 2012

The CoC Program interim rule codifies into regulation the requirements and expectations that HUD has for the homeless assistance projects that it funds through the CoC Program.  Included in the interim rule is a definition of coordinated assessment/centralized intake (now referred to as “coordinated entry”).

Coordinated Entry Policy Brief
HUD, February 2015

This policy brief summarizes HUD’s views on goals for the coordinated entry process. This brief does not establish requirements for Continuums of Care (CoCs), but rather is meant to inform local efforts to further develop CoCs’ coordinated entry processes.

Coordinated Entry Notice
HUD

The Notice establishes new requirements that CoCs and recipients of CoC Program and Emergency Solutions Grants (ESG) Program funding must meet related to the development and use of a centralized or coordinated assessment system. It also provides guidance on additional policies that communities should consider incorporating into written policies and procedures to achieve improved outcomes for people experiencing homelessness. Each CoC is expected to establish or update its coordinated entry process in accordance with the interim rule and this Notice by January 23, 2018.

RFQ and Application for Coordinated Entry
Charlotte, NC, January 2014

This is a sample RFP that was used to solicit organizations to participate in the Charlotte CoC’s coordinated entry system.

Coordinated Entry Project Plan
Homeless Alliance of Western New York, August 2015

This local project plan was developed by the Homeless Alliance of Western NY as the CoC started its initial design of a coordinated entry system. The CoC’s project plan includes key dates and milestones, as well as a brief analysis of five local CoCs that have already begun the implementation of their coordinated entry system.

Organizational Structure
Washington, DC, September 2016

This sample document explains how tasks associated with the implementation of the Washington D.C.’s coordinated entry system for single individuals are divided among four primary teams.

Coordinated Intake & Assessment Appeals Process for Clients
Jacksonville, FL

This document outlines the Jacksonville CoC’s client grievance and appeal process.

Coordinated Intake & Assessment Appeals Process for Member Agencies
Jacksonville, FL

This document outlines the Jacksonville CoC’s agency grievance and appeals process.

Coordinated Entry Assistant Manager Job Description
Milwaukee, WI

This is a sample job description of a Coordinated Entry Assistant Manager for the Milwaukee CoC’s coordinated entry system.

Job Description – Intake Specialist with Coordinated Entry System
Jacksonville, FL

This document provides the job description of the central intake specialist for the Jacksonville CoC’s coordinated entry system.

Coordinated Intake Change Advisory Team Meeting Agenda
Las Vegas, NV

Sample meeting agenda for core advisory group that meets regularly for the Las Vegas CoC to review the progress of CE system.

Charlotte MOU
Charlotte, NC

This MOU is an agreement between the Charlotte CoC and the local providers that are participating in the coordinated entry system.

Data Management and Technology Infrastructure

Coordinated Entry Program: Consent to Release Confidential Information
Milwaukee, WI

This sample form allows the individual accessing the Milwaukee CoC’s coordinated entry system to consent to release relevant personal information to the agencies noted in the form.

Agency Partner Agreement for Utah Homeless Management Information System
Salt Lake City, UT

This document details the agreement between the agency partner and the Salt Lake CoC’s HMIS Lead Agency to share data, as well as data collection and reporting expectations.

Revised Helen Report
Charlotte, NC

This document is a report on the Charlotte CoC’s coordinated entry system’s performance.  The report looks at number of clients referred, placed, and type of assistance received.

HMIS training
Los Angeles, CA

This video training instructs users of the Los Angeles CoC on how to use HMIS to collect assessment data for their local coordinated entry system.

Is Your HMIS Ready for Coordinated Assessment?
Clarity Human Services, August 2014

This document summarizes the key questions that a CoC must ask of its HMIS to determine if it is the appropriate tool for coordinated entry.

HMIS Agency Participation Agreement
Coalition for the Homeless (Houston/Harris County), March 2013

This the Houston CoC’s agency participation agreement for HMIS.

Coordinated Entry and HMIS FAQs
HUD, March 2015

This HUD frequently asked questions (FAQs) document responds to questions about the coordinated entry process and how it relates to Homeless Management Information Systems (HMIS) for Continuums of Care (CoC).

HMIS Data Standards
HUD, September 2015

The HMIS Data Standards Manual is intended to serve as a reference and provide basic guidance on HMIS data elements for CoCs, HMIS Lead Agencies, HMIS System Administrators, and users. While HUD does not require the use of HMIS for coordinated entry, any CoCs using HMIS for this purpose must follow the data collection requirements in the Manual.

Interagency Data Sharing Agreement
NW Social Services Connections (Portland, OR), June 2015

This is the interagency data sharing agreement used by the Portland CoC’s HMIS.  The agreement discusses how data will be protected and used.

Evaluation

HAC Monthly Housing Update
Los Angeles, December 2015

This report presents the monthly indicators for the Los Angeles CoC’s coordinated entry system.

Standards of Excellence
Los Angeles, May 2014

This document includes the Los Angeles CoC’s performance goals and quality standards for outreach programs, engagement services, emergency/crisis/interim housing, and permanent supportive housing projects in the Los Angeles CoC.

Coordinated Entry Toolkit (Evaluation Checklist)
Building Changes

This section of a toolkit on coordinated entry systems outlines the steps that CoCs are encouraged to take when preparing for an evaluation of their coordinated entry system.  The checklist considers both HUD requirements for the system performance measures, as well as potential evaluation process models.

Coordinated Assessment Evaluation Tool
The Alliance, March 2012

The tool has two parts: one part should be completed before a coordinated entry system has been implemented, and one part should be completed six months to a year after implementation. Communities can use this tool as a quick way to assess how well their coordinated assessment system is functioning.

Evaluating and Refining Your Coordinated Access System
Abt Associates, March 2012

This presentation suggests steps that CoCs can take to evaluate their system using HMIS, PIT, HIC and AHAR data. The presentation also discusses how to prepare an evaluation plan for your system, and suggest optimal outcomes that CoCs should consider when evaluating their system.

System Performance Measures in Context
HUD, July 2014

This document briefly summarizes the HUD system performance measures.

System Performance Measure Guide
HUD, May 2015

The purpose of this introductory guide is to help CoCs understand how HUD expects CoCs to calculate and use the system performance measures as the established selection criteria for awarding CoC Program projects and to evaluate system performance.

System Performance Measure Tools
HUD, May 2015

The purpose of the System Performance Measures Tools page is to provide Continuums of Care (CoCs), Homeless Management Information System (HMIS) administrators, and HMIS vendors the tools necessary to consistently calculate and analyze system performance measures.

System Performance Measure Videos
HUD, October 2015

These videos can Continuum of Care (CoC) leaders, System Administrators, and other community stakeholders in understanding the system performance measures and facilitate conversations about how to effectively use the HUD-required system performance measures. Each video provides a detailed description of the purpose of the measure, an illustrated depiction of how the measure is calculated, and some considerations for how the results can be used locally to inform system planning.

Coordinated Entry Customer Survey
Milwaukee, WI

This survey document is provided to individuals who contacted the central intake point in the Milwaukee CoC to gather information on the experience of those accessing the system.

CA Oversight Eval of Pilot Diversion Project
Charlotte, NC

This is a local, brief evaluation of the Charlotte CoC’s diversion pilot program.

Charlotte Summary Report
Charlotte, NC

This is a sample local evaluation of the Charlotte CoC’s coordinated entry system.

Performance Standards
Columbus, OH

This document outlines the program performance standards to which the Community Shelter Board (CSB) in Columbus, OH evaluates homeless assistance programs. The standards are based on CSB governance policies, standards set by the Department of Housing and Urban Development, local continuum of care (CoC) measures, and accepted best practices.

HAWC Quarterly Report
Washtenaw County Continuum of Care (Michigan)

This local report documents the CoCs performance in meeting its local standards for evaluating its coordinated entry system.

CT Coordinated Access Data Dashboard
CT Coalition to End Homelessness, February 2017

This interactive dashboard report allows users to drill down for details on key performance indicators for the state’s coordinated access system.

Learn More about HUD’s Coordinated Entry Requirements

Read HUD’s Coordinated Entry Guidebook

Ask HUD a Question about Coordinated Entry

Submit a question HUD