Non-HMIS List Holder Guide

This guide is meant for Non-HMIS List Holders for the Balance of State Continuum of Care who will be using individual, regional Excel files add clients to the non-HMIS Prioritization List monitored by the Non-HMIS List Holder.

Non-HMIS List Holder Expectations

Per the Regional Roles and Responsibilities Policy of the MO BoS CoC, Non-HMIS List Holders (also known as Paper List Holders) are responsible for:

Providing general CES access for domestic violence organizations and non-HMIS individuals
Consolidating any non-HMIS clients on the "paper list"
Sending the non-HMIS List to the Level 4 List Holder for consolidation with the HMIS Prioritization List

How to Download an Excel File and Enable Macros for the Non-HMIS PL

Step 1: Download the File

Locate the file (email, shared folder, or website).
Click the file to download it. Save it to a location you’ll remember, like Downloads or Desktop.

Step 2: Open the File

Double-click the file to open it in Excel.
Look for a yellow warning bar at the top.
Click Enable Content or Enable Macros to activate the file.

Step 3: Still See Warnings?

If macros won’t enable, try this:

Unblock the File:
- Right-click the file, choose Properties, and check Unblock at the bottom (if visible).

Click Apply and OK.

2. Reopen the file and click Enable Content again.

Why Ignore the Warnings for Non-HMIS PL?

The macros in this file are safe and come from a trusted source (ICA).
These warnings are standard for all macro-enabled files, but they ensure the Non-HMIS PL works properly.

Encryption and Client De-identification

As the Non-HMIS List holder, assessors from other agencies in your region will send you encrypted client information packets, including the assessments required for Coordinated Entry. Client information should always be sent in an encrypted email or should be hand-delivered to ensure client data safety.

Ensure that all parts of the assessment are included in the encrypted packet:

MO BoS CE Release of Information (ROI)
Coordinated Entry Intake Tool (includes: Crisis Needs Assessment, CE Housing Needs Assessment)

Note for working with the Non-HMIS PL Tool: The majority of data columns in the Excel sheet have drop-down options to minimize data errors and comply with HUD expectations for standardized answers. You can use the drop-down menus or begin typing in the selected cell to populate your answer. The sheet includes error flags that will highlight issues if data does not meet the required format (e.g., dates, emails).

As you begin, note that the Non-HMIS list is de-identified, meaning no individually identifying information, such as names, is included. Instead, you will use a case number to identify the client.

For the MO BoS, the formula for creating a case number is as follows:

Format: xx-xx-xxxxx

The first 2 digits represent agency number, assigned by the CoC.
The second 2 digits represent the region/department/location of the agency. Each agency will assign this number.
The last 5 digits represent the client number, determined by the agency.

Example:

01: Agency number assigned by the CoC
07:Represents region 7
20251:Represents the first client of 2025

Client ID number: 01-07-20251

Inputting Client Data:

Once you have determined the Client ID number, enter it into the Client UID column of the sheet. For Level of Disclosure, Preferred ID Method, Client Last Name and Client First Name, use the drop downs to select "Use Case Number", to prevent the addition of client identifying information.
Next, input the CE (MO BoS) Release of Information (ROI) Expiration date, this is one year after the ROI has been signed.
For Relationship to HoH (Head of Household), use the drop down to select SELF. Only heads of households should be included on prioritization lists, per CoC CE Written Standards.
The DOL (Days on List) column has a formula to count number of days a client has been on the PL. Input the Prioritization List Start Date for this data to populate.
For Provider adding client to the PL, please enter your agency's name.
- For additional columns requesting Provider information, refer to the additional information tab for the Provider Pick List for ease of entering correct provider/agency name.
For Intake Staff, only an email is required. Ensure that you include all parts of the email, as an error will pop up if not formatted correctly.
For VI Type, use the drop down to input the type of VI SPDAT used to assess the client: Single, Family or Youth. The Youth version (TAY-SPDAT) should be used if the client is 24 years or younger.
Input the VI Score for the client, and this will populate the VI Score % in the next column.
Use the drop down to input Chronicity, note that clients fleeing DV may not qualify as Chronic since only time spent in emergency shelter, transitional housing, or in places not meant for habitation counts towards chronicity.
For Prior Living Situation, use the drop down to select the Prior Living Situation of the client.
For Length of Stay in PLS (Prior Living Situation), use the drop down to select the option that fits best.
Input the Date Homelessness Started, and this will populate Days Since Approx. Homelessness Started in the next column.
Use the drop down to input the Number of Time Homeless and for Months Homeless at Assessment.
For Cumulative Months Homeless, input the number of months.
Use the drop down to select Yes/No for Night Before ES/SH/Streets.
Use the drop down to input the Most Recent CLS (Current Living Situation).
Input the Date of Most Recent CLS Information, this will populate the number of Days Between Last CLS & Report Date in the next column.
Use the drop down to select Current County (listed alphabetically) and Current Region for the client.
Use the drop down to indicate if the client is Willing to Relocate.
Use the drop down for Relocation County List to select the counties that the client is will to relocate to. You are able to select multiple counties, however you must select them one at a time to input to the sheet.
Input the Number of Clients in Household.
Input Age.
Use the drop down to select Gender.
Use the drop downs to answer Yes or No for: Vet Status, Disability, Fleeing DV, Client has Open housing Referral and Return from Inactive (if applicable).
Input dates for: Last Inactive Date and Last PL Removal Date when Housed.

Adding Additional Rows

The original Non-HMIS PL Tool file is set up with functions, formulas, and drop-downs for the first 50 rows of the sheet. To add more rows while maintaining these features, follow the steps below:

Highlight the rows you wish to copy by selecting their row numbers (e.g., 45-50). This ensures all columns are included in the selection

Right-click on the selected rows and choose Copy, or press CTRL + C

Scroll to the next blank row (e.g., row 51).
Right-click on the blank row and select Paste, or press CTRL + V.

Verify the data carried over. Ensure all parameters, including drop down menus, have copied correctly. You can check this by clicking into a cell and confirming the drop down arrow appears in the bottom-right corner.

Specific Lists

At the bottom of the Non-HMIS PL Tool sheet, there are additional tabs, each serving a specific purpose for CoC expectations and sheet functionality. These are: Youth Active List, Veterans Active List, Housing Referrals, Inactive List, Housed, Additional Information, and Drop Down Options.

Youth Active List: This sheet is for clients that are the Head of the Household and aged 24 and younger. The MO BoS CoC has acquired YHDP funding opportunity, available across the 101 counties of the BoS. Connect eligible youth to the nearest YHDP project.

You can copy and paste the client information to avoid duplicative data entry.

Copying Client Information:

Keep client information on the General Active List while copying it to this tab.
To copy:
1. Select the row number of the client information to copy.
2. Right-click and choose Copy.
3. Navigate to the Youth Active List tab, select a row, and paste the information.
4. Double-check that all data has carried over accurately.

Veterans Active List: This tab is for clients who are the Head of Household and have served in the Armed Forces. Collaborate with veteran-focused projects to ensure clients receive appropriate services. Copying Client Information: Follow the same steps as outlined for the Youth Active List.

Housing Referrals: Use this tab to track housing referral progress for clients. Note that referrals must be documented in HMIS by the Level 4 List Holder. Ensure regular communication with your region’s Level 4 List Holder to verify accurate recording of referrals.

Inactive List: When clients have been on the list for 60 days, without engagement in the system, they are considered inactive. Ensure that you are requesting updates from the Provider Adding to the PL to determine if the client is active. If the client is no longer active, document them here.

Housed: Use this tab to document clients who have been housed. Maintain communication with the Agency Accepting Housing Referral to ensure accurate entry of relevant information.

Additional Information: This tab is meant to provide helpful reminders for working with the Non-HMIS PL Tool. Refer to this page to help navigate/troubleshoot the sheet as needed.

Drop Down Options: This tab is locked. The sheet pulls data from this tab for the large drop down lists (such as PLS, Counties, etc). Do not edit or change this tab, doing so will effect every column/formula that refers to this data.

Final Considerations

As the Non-HMIS List Holder for your region/coverage, you are charged with tracking all Non-HMIS clients. Please keep in mind the importance of accuracy and collaboration:

Accuracy matters: Double-check entries and address errors promptly.
Protect privacy: Always follow encryption and de-identification protocols.
Stay connected: Communicate regularly with your Level 4 List Holder and providers.
Use resources: Refer to the Additional Information tab or reach out for support if needed.
Stay consistent: Follow HUD and CoC guidelines to keep the process compliant and effective.

Thank you for helping keep the Coordinated Entry System strong and client-centered!