Understanding Project Entries through Coordinated Entry Reports

There are multiple Project Entries through Coordinated Entry reports, as each CoC in the implementation has a different coordinated entry system. This guide goes over how to read them in general, but any CoC-specific questions about the HMIS-generated reports can be directed to the ICA Missouri Helpdesk.

The purpose of the Project Entries through Coordinated Entry reports is to ensure that projects which are required to accept entries solely through coordinated entry are accepting entries only through coordinated entry. There are multiple funding sources which require that all clients served by the project have been referred to the project by coordinated entry including, but not limited to: CoC, ESG, and MHTF funding. Specific CoCs may also wish to develop additional requirements to meet the needs of those they serve, and they may also require or encourage other projects to participate in their coordinated entry systems even if the funder does not require it.

Report need-to-know
Who runs this report?	ICA, as the HMIS Lead Agency, runs this report for the CoC/community level.
Can agencies run this report?	It depends. The way the system is set up in HMIS for each specific CoC determines whether it is possible for agencies to run this report for their own projects.
Who gets this report?	Upon request, ICA provides this report to committees and task forces that oversee program performance. ICA typically needs at least one to two weeks notice to provide the report, but this can vary based upon current reporting workload.

Frequently Asked Questions

What is coordinated entry?

Coordinated entry is a system that ensures clients with the highest needs are served first. To learn more about coordinated entry, we encourage you to read HUD's Coordinated Entry Policy Brief available on the HUD Exchange or to reach out to your local CoC leadership.

Which project entries are included?

While this can vary between CoCs, project entries are generally included if the project start date falls between the selected reporting date range. Some CoCs also limit the reports solely to the head of household as designated within the project entry, while others include all household members.

Note: WellSky Community Services, the software utilized by the CoCs in the implementation, refers to project entries as "Entry/Exits," so you may hear that terminology used in place of "project entries."

How does the report determine whether a client or household was referred through coordinated entry?

While this varies slightly between CoCs, it generally looks for a referral from an agency or project which is permitted to make referrals for coordinated entry purposes which matches the project in which the client is enrolled. For example, if your project is named ABC Rapid Rehousing, the system will look for a referral to ABC Rapid Rehousing from an agency or project which is authorized to make coordinated entry referrals by the CoC of the project. If it cannot find one that meets the CoC-defined criteria, it will indicate that the client entered via a side door (i.e., not through coordinated entry).

What can I do if I think there's an error?

If you believe your project was provided a referral by an authorized agency within your CoC, then you may want to reach out to our helpdesk so we can investigate further. Please make sure to include the name of your project and the client ID for whom you believe there is an error. If you believe there may not have been a referral provided, then you'll need to reach out to the appropriate agency within your CoC or region.

What if I have questions that haven't been answered?

If you still have questions that haven't been answered above, we encourage you to reach out to our helpdesk.