This article is intended for HMIS users with access to HOPWA projects. It is encouraged to reference the HUD issued HOPWA HMIS Manual (FY 2024) as well as the HUD Guidance on Performance and Monitoring. Skip to the Service Crosswalk or Financial Assistance Crosswalk for Service Transactions.
*Guide Updated: September 2025
Project Types
The HOPWA Program includes eight eligible components. The HOPWA HMIS Manual states, "No single project within an HMIS may have two project types. Recipients of grant awards consisting of multiple components which fund activities that fall under separate project types must have separate projects set up in HMIS for each project type. For example, if TBRA and STRMU are both provided by the same HOPWA-funded entity, there must be two different projects in HMIS: one for PH – Permanent Supportive Housing (TBRA) and one for Homelessness Prevention (STRMU)."
| Component Type | Project Type | Description |
| Permanent Housing Tenant Based Rental Assistance (TBRA) | PH – Permanent Supportive Housing | The Permanent Housing (PH) component of HOPWA supports facility-based housing (operating or leasing, including master-leasing) and Tenant-Based Rental Assistance (TBRA). Both methods of permanent housing assistance enable clients to live as independently as possible in a permanent setting. |
| Permanent Housing Facility-Based | PH – Permanent Supportive Housing | |
| Transitional Housing (TH) | Transitional Housing | The Transitional Housing (TH) component of HOPWA supports facility-based housing (operating or leasing) providing up to 24 months of housing as individuals and families move to permanent housing. |
| Short Term Housing (STH) | Emergency Shelter – Entry Exit | The Short-Term Housing (STH) component of HOPWA supports temporary shelters (facility-based housing – leasing) to allow for opportunity to develop an individualized housing and service plan to guide the client’s linkage to permanent housing. |
| Hotel/Motel (H/M) | Emergency Shelter – Entry Exit | The Hotel/Motel (H/M) component of HOPWA funds are designed to provide motel and hotel vouchers for up to 60 days if no appropriate shelter beds are available, and subsequent rental housing has been identified, but is not immediately available for move-in by the program participants. |
| Supportive Services Only not in conjunction with housing (SSO) | Services Only | The Supportive Services component of HOPWA supplements housing with services that help clients manage their HIV/AIDS condition. For the HOPWA annual performance reporting through the HOPWA CAPER and APR, supportive services are categorized separately from the housing subsidy assistance types. |
| Housing Information (HI) | Services Only | The Housing Information (HI) component of HOPWA provides counseling, information, and referral services to assist in locating, acquiring, financing, and maintaining housing. |
| Permanent Housing Placement (PHP) | Services Only | The Permanent Housing Placement (PHP) component of HOPWA helps to establish a new permanent residence where continued occupancy is expected. This program covers costs associated with housing referrals, tenant counseling, application fees and credit checks, first month’s rent and security deposit, and one-time utility connection fees and processing costs. |
| Short Term Rent, Mortgage, Utility Assistance (STRMU) | Homelessness Prevention | The Short-Term Rent, Mortgage Utility Assistance (STRMU) component of HOPWA is time-limited housing financial assistance designed to prevent homelessness and increase housing stability of the tenant or mortgagor of a dwelling. Grantees may provide assistance for a period of up to 21 weeks in any 52-week period. The amount of assistance varies per client depending on funds available, need, and program guidelines. |
HOPWA Specific Required Data Elements
- Medical Assistance
- T-cell (CD4) and Viral Load
- Prescribed Anti-Retroviral
- Domestic Violence History - all adults in the household
- Services Provided (HOPWA) - recorded as an HMIS service transaction
- Financial Assistance (HOPWA) - recorded as an HMIS service transaction - only required for PHP, TBRA, and STRMU
- Housing Assessment at Exit
HOPWA Service Transactions
HOPWA Services Provided must be recorded for any HOPWA project type, each time a service is provided. Financial Assistance is only required for PHP and STRMU projects. Our HMIS software uses a tool called Service Transactions to record both.
Recording HOPWA Services
- Set Enter Data As Mode
- Search for client by name or HMIS ID
- Set Back Date Mode
- Click on the Services Transactions Tab
- From the Services Transaction Dashboard, click Add Service
-
For families: HOPWA services should be recorded under the eligible client's record. The eligible client should be the Head of Household when possible and appear as “primary client”. Include additional family members by clicking on the checkbox next to each household members name for which the service should be applied.
- Confirm the Services Provider is accurate and that the Start Date and End Date are set correctly. These dates should match the dates for which the specific service is applicable (i.e. April's rent was paid on March 28th, the Service Transaction Start Date would be April 1 and the End Date would be April 30)
- Select the Service Type from the drop down menu. Leave "Provider Specific Service" blank.
- *Ask NCCEH Helpdesk (hmis@ncceh.org) for other HMIS Service Types to be added to your QuickList if you see one missing
- Click Save & Continue
- Select the appropriate "HOPWA-specific fields": Note: HOPWA Service and HOPWA Financial Assistance must never be recorded in the same service transaction! There must be a separate service transaction record for each instance of services and financial assistance provided
- If recording a general service: select the appropriate service in the Type of HOPWA Service drop down. Refer to the "HOPWA Services Crosswalk" below for the appropriate selection.
- If recording financial assistance: select the appropriate financial assistance type in the HOPWA Financial Assistance Type and enter the amount in the HOPWA Financial Assistance Amount. Refer to the "HOPWA Financial Assistance Crosswalk" below to determine the appropriate selection.
- Scroll down to the "Need Information" section to update the Need Status and Outcome of Need according to the client's situation.
- Click Save & Exit
HOPWA Service Crosswalk
| HOPWA Dependent Service | HMIS Service Type |
| Adult day care and personal assistance |
Adult Day Programs |
| Case Management | Case/Care Management |
| Child Care | Child Care Providers |
| Criminal justice/legal services | Criminal Justice and Legal Services |
| Education | Education |
| Employment and training services |
Training and Employment Programs |
| Food/meals/nutritional services | Food |
| Health/medical care | Health Care |
| Life Skills Training | Life Skills Education |
| Mental health care/counseling | Mental Health Support Services |
| Outreach and/or engagement | Outreach Programs |
| Substance use disorder services/treatment |
Substance Use Disorder Services |
| Transportation | Transportation |
| Other HOPWA funded service | General Relief |
HOPWA Financial Assistance Crosswalk
| HOPWA Financial Assistance | HMIS Service Type | Project Type |
| Rental assistance | Rent Payment Assistance | PHP/STRMU/PH-TBRA |
| Security deposit | Rental Deposit Assistance | PHP |
| Utility deposit | Utility Deposit Assistance | PHP |
| Utility payments |
Utility Assistance
Utility Service Payment Assistance |
PHP/STRMU |
| Mortgage assistance | Mortgage Payment Assistance |
STRMU |
For a Printable version of the SSVF Service and Financial Assistance Crosswalks, please see WellSky's FY2026 Services Provided and FY2026 Financial Assistance.
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Dashboard Report: Service Transactions
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