The Kansas Balance of State Continuum of Care uses two closely connected systems to coordinate services and collect data:

HMIS: Homeless Management Information System
HMIS is the statewide database that tracks information on individuals and families experiencing homelessness. It captures program enrollment, services provided, and outcomes across agencies. By using HMIS, our CoC can better understand the scope of homelessness, measure progress, meet HUD reporting requirements, and plan for resources that truly reflect community needs.

CES: Coordinated Entry System
CES is the process built within HMIS that ensures households are identified, assessed, and connected to housing and services in a fair and consistent way. It standardizes access across providers, prioritizes based on need, and reduces duplication so that people don’t have to start over every time they seek help. CES is not a funding stream or a program on its own—it is the way we organize and coordinate referrals through HMIS.

1. Request New User Access

• Complete the New User Agreement & CES Participation Agreement

• Not sure what type of access you need? No worries — submit a Freshdesk ticket and ask for a quick call to review the system and access levels

• ✅ New user accounts require approval and completion of the required trainings

2. Complete Required Trainings

• Once your New User Agreement is submitted you’ll receive an automated email with links to the required trainings

• The final step is a practice test in the HMIS & CES system

• Ongoing trainings are available through our Learning Management System (LMS) 

• 👥 New case managers and seasoned staff are encouraged to join the HMIS & CES End User Committee for deeper understanding, common error prevention, and live Q&A with the team

3. HMIS Program Updates?

• Agencies starting a new program (such as a new grant), closing out a program or making changes must submit a HMIS Program Add/Close/Modify Form

• 📚 After the the form is submitted the HMIS Team will reach out to you and schedule a meeting. 
• Non-HUD Funded Projects require approval from the HMIS Oversight Committee to be added to HMIS. Non-HUD Funded Agencies are encouraged to setup a meeting with the HMIS Team and Regional Coordinator to learn how they may benefit from utilizing HMIS & CES

4. Other Onboarding Support

• User guides, policy documents, and FAQs are linked below for quick reference

•  For technical issues, submit a Freshdesk ticket

• 👥 Join the HMIS & CES End User Committee for additional training and live Q&A

The Coordinated Entry System (CES) is the process the Kansas Balance of State Continuum of Care (KS BoS CoC) uses to connect people experiencing homelessness with the right housing and services as quickly and fairly as possible.

As the Balance of State CoC, we cover 101 counties across Kansas, organized into 9 regions. CES provides a single, coordinated access point so people don’t have to navigate multiple programs on their own. Instead of each agency keeping its own waitlist, CES uses a standardized assessment to understand each household’s needs, then prioritizes and matches them to available resources across the region.

Key parts of CES include:

• Access Points – agencies where households can go to be assessed for services.

• Assessment – a consistent tool to understand housing needs and barriers.

• Prioritization – ensuring those with the highest needs or most vulnerable are served first when resources are limited.

• Referral – connecting households to housing programs and services that best fit their situation.

CES lives inside the Homeless Management Information System (HMIS) but is a process, not a funding stream or stand-alone program. It exists to make the system more fair, transparent, and efficient, helping communities see who needs help and coordinate resources effectively across Kansas.

The Homeless Management Information System (HMIS) is the statewide database the Kansas Balance of State Continuum of Care (KS BoS CoC) uses to collect, manage, and analyze data on homelessness and housing programs.

As the Balance of State CoC, we cover 101 counties across Kansas, organized into 9 regions. HMIS brings together data from agencies across these regions to create a clear picture of homelessness, measure outcomes, and guide planning. It also helps ensure we meet HUD reporting and compliance requirements, which impact funding and system performance.

HMIS allows agencies to:

• Record client-level data, services, and outcomes.

• Share information securely across programs to improve coordination.

• Generate reports required by HUD and the Kansas CoC.

• Track trends and performance to plan resources and improve services.

Our HMIS platform is Clarity Human Services by Bitfocus, a secure, HUD-compliant system. Agencies participating in HMIS follow federal data standards and CoC-specific policies to protect client privacy and maintain high-quality data.

HMIS is the data backbone of our homeless response system. By capturing accurate, timely information, it helps the KS BoS CoC allocate resources, measure progress, and advocate for housing solutions across Kansas.

The HMIS vendor for the Kansas Balance of State CoC is Clarity Human Services by Bitfocus. See the agreement here.