The City is implementing important changes in SMIS related to the Notice of Collection and a new consent form for clients who wish to be on the By Name List to be considered for certain housing opportunities. All SMIS users are required to take mandatory training on these changes.

SMIS eliminated time-consuming manual tasks and paper forms streamlining shelter operations and improving client services. Shelter staff can now quickly find available beds throughout the system and speed up client intake, admission and discharge.

The following information is designed to assist shelter staff who are using SMIS.

User Manual

The SMIS User Manual is now available online in accessible PDFs. 

Guidelines

Hostel Services Guidelines – SMIS Implementation 2010-34
SMIS Role Access Guide
Health Alert-2012-42

Privacy

SMIS Privacy Guidelines
SMIS Privacy Protocol – Multifactor Authentication
SMIS Privacy Protocol – Password Management
SMIS Privacy Guideline Templates

Training and Documentation

Training on SMIS Access Manager Role and Responsibilities

Training on Notice of Collection and By Name List Consent

Self-guided Information Session: SMIS Incident Report Module
Training for Improving Housing Outcomes
SMIS Basic/Case Management Training Schedule and Details
Training Registration Form
SMIS Technical Requirement
Frequently Asked Questions
Correcting Incorrect Personal Client Information
SMIS Report Details 2014

Quick Reference Guides

Lived Last 12 Months Quick Reference Sheet
Client Management Quick Reference
Case Management Quick Reference
Discharge Dispositions & Reasons Reference Sheet
Adding/Editing Rooms and Beds
SMIS Bulletin – April 2021
How to Clear Cache – Chrome and Edge

Release Notes for New Versions

Release Notes – Spring 2024
Release Notes – Fall 2023

Release Notes – Summer 2023
Release Notes – June 2023
Release Notes – December 2022
Release Notes – June 2023
Release Notes – December 2022
Release Notes – June 2022
Release Notes – March 2022
Release Notes – August 2021
Release Notes – April 2021
Release Notes – September 2020
Release Notes – December 2019
Service Demand Enhancements User Guide – December 2017
Release Notes – December 2017
Release Notes – May 2017

Communications

SMIS Bulletin – September 2023 (SMIS 3.11)
SMIS Bulletin – June 2023 (SMIS 3.10)
SMIS Bulletin – June 2022 (SMIS 3.8)
Client Brochure
Client Poster
Staff Brochure
Collection of Information Notice
Collection of Information Phone Script
BRASS Notice of Collection Poster – Shelters
BRASS Notice of Collection Poster – 24-Hour Respite Sites

The Collection of Information Notice has been translated into the 14 languages: Arabic, Chinese, Chinese (Traditional), Dari, Farsi, French, Hungarian, Korean, Polish, Punjabi, Russian, Spanish, Tamil and Vietnamese.

Forms

Admission Form

Bed Check Log Template 

Bed Check Log Template  

Case Management Note

Consent Form

Discharge Form

Intake Form

Privacy Guidelines Templates

Service Restriction Form

SMIS ORG Template

User Access Request Form

User Agreement (POS Shelters)

Guide for Reporting Death of a Shelter Resident

Death of a Shelter Resident Reporting Form

User Guideline (City Shelters)

User Guideline (Metro Hall)

Please check this site regularly for new information for SMIS users as it becomes available.