Learning Management System (LMS) FAQ's

This article will review the process for completing HMIS training in the NCCEH Learning Management System (LMS) and HMIS Training Site.

This process is for HMIS trainees with Orange CoC, Durham CoC, and Balance of State CoC anchored HMIS licenses.

Things to Know Before You Begin!

HMIS@NCCEH Training is a multi-step process!

Trainees will have 30-days, from receiving the “You have been approved for an HMIS@NCCEH end user license for NCCEH” email, to complete HMIS training

If training is not completed within 30-days, trainees will be required to re-start training from the beginning
- The Agency Administrator will have to submit a new HMIS@NCCEH New License Request Form in order for the Trainee to re-start training
  - If the Trainee is actively working on training and will not be able to meet the 30-day deadline due to extenuating circumstances, a brief extension can be requested by emailing the NCCEH Help Desk at hmis@ncceh.org

Different project types require training for different data entry workflows in HMIS.

Trainees that will be entering client data into multiple HMIS projects may be required to complete more than one LMS workflow before they are given access to the Live HMIS Site
- The below project types are separate trainings in the LMS training program:
  - ES, TH, SSO, & HP workflow
  - RRH & PSH workflow
  - Street Outreach workflow
  - ShelterPoint workflow
  - PATH workflow
  - VA HCHV & GPD workflow
  - VA SSVF & HUD VASH workflow

TIPS!

Each step builds off of the previous, it is important to pay attention (take notes to help with the quizzes!)
If possible, use dual screens! Watching the videos in 1 screen, while having viewing your LMS dashboard in another screen to follow along
Bookmark the LMS training portal website – that way when doing live data entry & have questions, you can review the workflow trainings LMS Website
Bookmark the HMIS Training Site to use even after gaining access to the Live HMIS site HMIS Training Site
- The training site is helpful to use if you are stuck on a workflow or want to 'see how things work' without impacting live data!

New User Training Process

Steps to Access the LMS Training Videos Site

Agency Administrators (AA) will submit a New License Request Form for their staff
- Link can be found here https://ncceh.org/hmisncceh/
NCCEH Help Desk will process the request and if approved, HMIS trainee will receive 2 emails:
- One email will outline initial steps to get started with HMIS training email from support@ncceh.zendesk.com
- One email containing the LMS web address & login credentials from “Admin User” (noreply-hmisncceh.unhosting.site@sitemail2.unhosting.site)

Steps to Complete LMS Training Courses

Once the Trainee logs into the LMS website & changes the temporary password, the trainee will see the below screen with the first 3 steps
- 1. Start Here!
- 2. NC Privacy & Security 2025-2026
  - This will be locked until you complete Step 1
- 3. NC ___________ Workflow (the specific workflow assigned to trainee will be listed here)
  - This will be Locked until you complete Step 2

2. Click on the "Start" button to begin HMIS Training Course

3. Complete each part of the 1. Start Here! module. Once each step is complete a green circle with a checkmark will appear in the circle next to the step

The Learning Management System (LMS)
Homeless Management Information System (HMIS)
Community Services
Computer Skills
HMIS Terms to Know
Introduction to HMIS

4. After completing the 1. Start Here! module, the trainee will move onto 2. NC Privacy & Security 2025-2026

5. After reviewing the video, quiz, and supplemental supporting documents, please complete and submit the final step of the 2. NC Security & Privacy 2025-2026 portion of training - the 'User Agreement'

The NCCEH Data Team will process User Agreements within 2 business days and will:
1. Email Trainee and AA with:
  - Link to the HMIS Training Site
  - HMIS Training Site login info
    - Username
    - Temporary Password
2. Unlock the next required LMS Training Videos for the assigned data entry workflow

6. The Trainee will now have access to the HMIS workflow needed for the project type assigned

7. Once each of the LMS Training Videos and Quizzes are completed in the assigned workflow and the supplemental supporting documents are reviewed, the Trainee will:

Complete the Workflow Test by using the data entry skills learned in the LMS Training Videos to create Test Client(s) in the HMIS Training Site and fully complete their data entry. Client Profile, Households, ROI, and Entry/Exit tabs must be completed. All information needed to complete this can be found in the Workflow Test section of the Training Course - open the Project Start, Interim Update, and Project Exit Assessments for each required Client to complete the necessary data entry in the HMIS Training Site
Submit Test ID(s) for review

TIPS!

Re-watch the LMS Training Videos while creating/completing Test Client(s) in the HMIS Training Site & carefully read the provided Project Start, Interim Update, and Project Exit Assessment Data Collection Forms
- Incomplete/Incorrect Test Client(s) submissions will be rejected
- Test Client(s) submitted with Workflow Data Entry Errors will cause delays to Trainee's access to the Live HMIS Site - Trainee will be required to make corrections and have error-free Test Client(s) before passing the Training Course

How to Complete the Workflow Test

Click on “Workflow Test”
Review the "Test Case"
- IF there are multiple Test Cases, be sure to select the appropriate narrative for your EDA (Enter Data As) project! If you have questions about which Test Case to select, email the Data Team for support: hmis@ncceh.org
- Carefully read the Test Case information
  - All the information needed to create and fully complete the Test Client(s) can be found in the Entry, Interim Update, and Exit Assessments
Click the link to login to HMIS Training Site
- Take your time and follow the data entry training in the videos!
- Always make sure that your "Enter Data As" and "Back Date" modes are properly set prior to completing any HMIS Data Entry

How to Submit Test ID’s

After Submitting Test ID's

Once the Test ID(s) are submitted through Formstack, the NCCEH Data Team will review each ID and provide feedback and next steps within 2 business days. The NCCEH Data Team will check for:

The correct Test Client(s) were created according to the "Enter Data As" mode used
The correct "Back Date" mode was used at each stage of Data Entry
Client Profile tab
- Client Record & Client Demographics sections are filled out with all appropriate information found in the Project Start, Interim Update, and Project Exit Assessment Data Collection Forms
Households tab
- Test Cases with a Single Adult household do not have to fill out this tab
- Test Cases with multiple people need to create/complete one Household on this tab that includes all household members
ROI tab
- All HMIS Clients need to have an ROI entered on this tab
  - Dependents should always be included in their Parent or Guardians ROI
  - You will be listed as the "Witness" for the ROI in HMIS
Entry/Exit tab
- Project Start Assessment(s)
- Interim Update Assessment(s)
- Project Exit Assessment(s)
Shelter Stay in ShelterPoint - Only required for Trainees enrolled in ShelterPoint Training Course

If the submitted Test Client ID(s) have Data Entry errors, the NCCEH Data Team will email Trainee & AA explaining the errors that need to be corrected. Trainee will have to email the NCCEH Data Team to let us know once corrections are made so that the corrections can be reviewed. If there are a substantial amount of Data Entry errors, the Trainee may be required to re-watch the Workflow Training Videos &/or create/complete new Test Client(s) in the HMIS Training Site

Once the Test Client Data Entry is fully correct, the NCCEH Data Team will email Trainee & AA with next steps according to Trainee's HMIS Training requirements:

Trainee has completed the first of multiple required HMIS Training Courses
- Email will be sent to Trainee and AA containing:
  - Confirmation that Trainee has passed first Workflow Course
  - Name of newly assigned Training Course
    - Tip: Use the newly unlocked EDA mode when completing the next Workflow Test
Trainee has completed all required HMIS Training Courses
- Email will be sent to Trainee and AA containing:
  - Confirmation that Trainee has passed HMIS Training
  - Link to the Live HMIS Site
  - HMIS Live Site login info
    - Username
    - Temporary Password
  - Supplemental information that can be helpful for new HMIS Users to review