Background

Agencies participating in Project Tool Belt have specific data collection requirements that must be completed in HMIS. In addition to the HUD standard data collection, agencies are required to answer one supplemental entry question, complete Case Management and Housing Location assessments, and enter services.

Accessing Project Tool Belt in HMIS

Project Tool Belt has been set-up in HMIS under each of the agency grantees. Friendship Shelter is the Project Tool Belt grantee in the South SPA, and City Net is the Project Tool Belt grantee in the North and Central SPAs. To complete data entry for Project Tool Belt, click on the agency dropdown beneath your name in the top right corner of the HMIS screen, and the appropriate agency. If you need access to enter data for Project Tool Belt and the appropriate agency is not available in this dropdown, please enter a ticket with the HMIS Help Desk.

Project Tool Belt Entry Question

Project Tool Belt entry questions are answered on the Enrollment screen at the time a client is enrolled in the project. If you have questions about the enrollment process, please review the Enrolling Clients in a Project article. In addition to the standard HUD fields, the question below is also required.

Which agency is serving this household? - This question is used for reporting purposes, and allows reports to be pulled by each agency participating in Project Tool Belt.
Project Room Key Site - This question is used for reporting purposes, and allows reporting on the Project Room Key site the client was residing at prior to entry into this project.

Assessments

Below are the assessments that should be collected in HMIS for Project Tool Belt. All assessments should be entered under the Head of Household.

Project Tool Belt: Case Management - This assessment should be completed each time a case management session occurs, and allows the user to collect the date of the session, the type of contact with the client, whether or not the session was successful, and any notes.
Project Tool Belt: Housing Placement - This assessment should be completed any time the household is placed in a housing situation, whether it is permanent, temporary, or an Emergency Shelter. The assessment includes information regarding the housing type, the housing start and end dates, and any notes.

To access these assessments, follow the steps below.

Click on the Assessments tab under the Head of Household's Project Tool Belt enrollment.
Select the Start button next to the assessment.

Services

Below is a list of the different services that should be collected in HMIS for Project Tool Belt. All services should be provided to the Head of Household.

Benefits Assistance
- Medi-Cal
- Cal Fresh
- SSI/SSDI
- Other resource connection

Assessment Screening
- Intake Assessment
- Housing Assessment
- Housing Plan

Permanent housing costs
- Application Fees
- Deposit
- Rental Subsidies/Assistance
- Furnishings
- Utility Assistance

Temporary housing costs
- Application Fees
- Deposit
- Rental Subsidies/Assistance
- Furnishings
- Utility Assistance

Transportation costs
- Transportation via program/provider vehicles
- OCTA bus pass
- Gas card
- Ride share

To access these services in HMIS, please follow the steps below.

Navigate to the Provide Services tab under the Head of Household's Project Tool Belt enrollment.
Select the service category of the service you would like to enter.
Select the service item that you would like to enter.
Enter the Start and End Date of the service. In most cases, the Start and End Date should be the same date.
If applicable, enter the cost of the service.
Enter any notes related to the service.
Select the Submit button.

Reporting

Each Project Tool Belt grantee is required to send daily and weekly reports to the County. These reports are automatically scheduled to send to each grantee on a daily and weekly basis at 4AM following the previous day or week. If additional staff should receive these reports, please enter a ticket with the HMIS Help Desk. These reports are also available to run in HMIS by following the instructions in the Running a Saved Look article. The reports are located in the Project Tool Belt section under Orange County Clarity System Reports.