WA Commerce Balance of State HMIS New User Training & Access Application

WA Commerce Balance of State

HMIS New User Training & Access Application

Purpose of the Application:

This form enables HMIS Agency Leads or Executive Directors (or equivalent) to request HMIS training and access for staff. Executive Directors (or equivalent) use this to appoint HMIS Agency Leads. This is only for Commerce Balance of State (BoS) agencies already participating in HMIS.

Need Access for Your Agency?

If your agency is not currently part of our HMIS but would like to join, please complete the HMIS Helpdesk Form and select the option, “My agency is interested in using HMIS."

Additional Resources:

View participating Washington BoS HMIS Agencies and Projects on our dashboard.

Information provided to the Department of Commerce is subject to public disclosure, pursuant to RCW 42.56.

Application Requirements & Instructions

Please read carefully before submitting:

Eligibility: Only HMIS Agency Leads or the Executive Director/Equivalent may submit.

One Form Per Staff: Use a unique work-only email for each user. Shared or personal emails are not allowed.

Accuracy: Complete all fields in order and double-check for errors, especially email addresses.

Errors: Restart and re-enter all answers if an error occurs.

Confirmation: A confirmation screen will appear after a successful submission.

Verification: Check your email for a message from SmartSheet and click the "Open Request" button or link to verify/approve or deny.

__________________________________________________

Note for Executive Director/Equivalent:

Use this application to approve a staff member as an HMIS Agency Lead or backup who doesn’t already have an active HMIS account. See our HMIS Training & Approval Instructions for details.

Important: HMIS Agency Leads cannot submit applications until they have an HMIS account.

Follow the instructions carefully to avoid delays or denials.

__________________________________________________

Are you applying to appoint an HMIS Agency Lead?*

Yes - if you are an Executive Director (or equivalent) appointing an HMIS Agency Lead or backup lead.

No - if you are an HMIS Agency Lead requesting access for a new HMIS user.

Select

What is your appointing authority role?*

By selecting your role, you attest that you hold this position in your agency and are authorized to approve HMIS Agency Leads.

Select or enter value

Enter your "other" role.*

If your role wasn't in the dropdown list, please re-read the instructions and ensure you have the qualified authority for this process.

Executive Director (or equivalent) First & Last Name*

Executive Director (or equivalent) Email*

You'll enter the Agency Lead information under "Staff Information."

Agency Lead & Agency Information

Agency Lead Name*

Please provide your first and last name as the Agency Lead

Agency Lead Work Email*

Check for errors.

Agency Lead Work Phone Number*

Enter your work phone number.

Phone

Staff Information

Will they be an Agency Lead or Backup Agency Lead?*

Select

Staff First Name*

Enter the first name of the staff member for whom you're requesting training or access. This name will be used to set up their HMIS account. Please verify the spelling.

Staff Last Name*

Enter the last name of the staff member for whom you're requesting training or access.

Staff Job Title*

Enter the staff member's job title or role at your agency.

Staff Work Email*

Ensure it is correct. If the email is incorrect, they will not receive HMIS training information, and the process may be delayed.

Staff Work Phone Number*

Enter the staff member's work phone number.

Phone

Does the Staff Person Need a New HMIS Account?*

Select the appropriate option from the dropdown.

If the staff member already has an HMIS account but needs additional agency access, please submit an HMIS Helpdesk ticket instead.

Select

Staff Switching Agencies Bypass HMIS Training Request Options*

If this staff member previously worked at another Commerce HMIS-participating agency and had an active HMIS account in the last 6 months: Do you want them to bypass HMIS training for your agency?

Select

Staff Prior Agency Name*

The staff must have come from a WA BOS HMIS participating agency to transfer their account.

Check the list carefully, as agency names may differ slightly from their public names. If the staff's prior agency they are transferring from is not listed, select "My agency is not on the list."

Select or enter value

Prior Agency Not Listed Name*

If your agency is not listed, enter the full agency name here.

Do not use acronyms. This agency must be a WA BOS HMIS participating agency.

Agency Information

Select the agencies your staff member needs access to. Dependent fields will appear if you choose additional Agency Lead approvals.

Agency Name*

Select Your Agency:

Choose the primary agency the staff person needs access to.

Important:

Check the list carefully, as agency names may differ slightly from their public names. If your agency is not listed, select "My agency is not on the list."

Select

Agency Not Listed*

If your agency is not listed, enter the full agency name here.

Do not use acronyms.

Check if Agency is a DV/Victim Services Provider Only

Check the box your agency is a Domestic Violence (DV)/Victim Service Provider only agency. HUD defines this as a nonprofit whose primary mission is to serve victims of domestic violence—this does not include general agencies that occasionally serve DV survivors.

Do they need access to more agencies YOU are an HMIS Agency Lead for?*

Instructions:

Select "Yes" if:

It’s an agency you're an HMIS Agency Lead for, just in a different county.
They need Coordinated Entry (CE) Agency access AND you are also the HMIS Agency Lead for your CE Agency

Select "No" if:

They don't need additional agency access.
They need additional agency access you are NOT the HMIS Agency Lead for (CE or any others).

Select

Second Agency Name

Select second agency you are the lead for, to request HMIS access for this staff person.

Select

Third Agency Name

Select third agency you are the lead for, if requesting HMIS access for this staff person.

If none, please leave blank.

Select

Fourth Agency Name

Select the fourth agency you are the lead for, to request HMIS access for this staff person.

If there is none, please leave blank.

Select

Fifth Agency Name

Select the fifth agency you are the lead for, to request HMIS access for this staff person.

If none, please leave blank.

Select

Sixth Agency Name

Select the sixith agency you lead, if requesting HMIS access for this staff person.

If none, please leave blank.

Select

Seventh Agency Name

Select the seventh agency you lead to request HMIS access for this staff person.

If none, leave blank.

Select

Eighth Agency Name

Select the eighth agency you lead to request HMIS access for this staff person.

If none, leave blank.

Select

Ninth Agency Name

Enter the name of the other agency you lead to request HMIS access for this staff person.

Leave blank if not applicable.

Select

Is there a second agency lead for additional agencies they need access to? (2)*

Yes: Select this if the staff person needs access to agencies where you are not the lead. Enter the contact information, as approval from the other HMIS Agency Lead will be required.

No: Select this if it doesn’t apply.

Select

2nd - Different Agency Lead & Agency Access

Complete this section only if the staff member requires HMIS access to agencies not listed above, and the access needs approval from an Agency Lead at that agency.

Second Agency Lead First & Last Name (2)*

Enter the name of the other Agency Lead to which you are requesting HMIS access for your staff person.

Second Agency Lead Work Email (2)*

Enter the work email for this Agency Lead. Ensure the email is correct.

Second Agency Lead Work Phone Number (2)

Enter the work phone number for this Agency Lead.

Phone

Agency Name for this Agency Lead Approval (2)*

Select the agency name for which your staff member needs HMIS access, to be approved by this Agency Lead.

Select

Other agencies for this second Agency Lead (2)*

Are there other agencies for this Agency Lead to approve for staff access? Select the agency name with the appropriate county and ensure it aligns with the Agency Lead's approval authority.

Select

Second agency for this Agency Lead(2)

Select the additional agency name from the list for this Agency Lead to approve. Entering agencies beyond their authorization may result in your application being denied. Leave blank if none.

Select

Third agency for this Agency Lead (2)

Leave blank if none.

Select

Fourth agency for this Agency Lead (2)

Leave blank if none.

Select

Fifth agency for this Agency Lead (2)

Leave blank if none.

Select

Is there a 3rd agency lead for additional agencies they need access to? (3)*

Yes: Select this if the staff person needs access to agencies where you are not the lead. Enter the contact information, as approval from the other Agency Lead will be required.

No: Select this if it doesn’t apply.

Select

3rd Different Agency Lead & Agency Access

Enter the information below if the staff member requires access to agency(ies) approved by a third Agency Lead not already listed in previous sections.

Third Agency Lead First & Last Name (3)*

Third Agency Lead Email (3)*

Agency Name for this third Agency Lead (3)*

Select the agency name from the list for a third Agency Lead to approve. Entering agencies outside their authorization may result in your application being denied.

Select

Other agencies for this third Agency Lead (3)*

Are there other agencies for this Agency Lead to approve for staff access? Select the agency name with the appropriate county and ensure it aligns with the Agency Lead's approval authority.

Select

Second agency for this Agency Lead (3)

Leave blank if none.

Select

Third agency for this Agency Lead (3)

Leave blank if none.

Select

Fourth agency for this Agency Lead (3)

Leave blank if none.

Select

Will your staff member perform data entry for any of the listed project types below?

Check a box only if the staff member will perform data entry in HMIS or generate reports in HMIS for the specified project types. This ensures we can provide the necessary funder-specific training.

Do not select any boxes unless these activities are essential for their role to avoid confusion with training information and incorrect data entry.

If none of these apply, proceed to the 'Counties' section.

Night by Night (NbN) Emergency Shelter Training

Only select if the user will enter data for a Night-by-Night (NbN) shelter. These shelters do not hold beds beyond one night and are set up in HMIS to track each bednight. Additional bed night tracking training is required; instructions will be sent.

Projects for Assistance in Transition from Homelessness (PATH) Training

Select if the staff person will be working with the PATH program. They will be required to take the PATH module in the Street Outreach Course. If they work with Street Outreach, they should take that module too.

Tenant Based Rent Assistance (TBRA)

If they will be working with TBRA projects, they will be emailed specific TBRA data entry instructions upon completing their final training. The TBRA instructions can also be found on the Commerce TBRA webpage.

Counties

Select the staff person's primary county for HMIS use. If they need access to multiple counties, additional fields will appear. Do not select a county more than once.

County Access #1*

Select the staff member's primary or sole county for HMIS access.

Select

Check the box to add additional counties.

Check this box if the staff person needs HMIS access to agencies in additional counties. If those counties have different HMIS Agency Leads than you, please ensure you entered their information in pervious sections.

County Access #2

Leave bank if None.

Select

County Access #3

Leave bank if None.

Select

County Access #4

Leave bank if None.

Select

County Access #5

Leave bank if None.

Select

County Access #6

Leave bank if None. If you need access to more than the six you selected, check the last box.

Select

Is there anything else we should know for this application?

Public Disclosure Statement

Information provided to the Department of Commerce is subject to public disclosure, pursuant to RCW 42.56.

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