VI-SPDAT Data Entry Quick Sheet

Enginuity application install:Safe Harbors Help Desk SafeHarborsHMISHelp@Seattle.gov /206.386.0030

Login or password help:Karl Jenkins at CCS EnginuityHelpDesk@ccsww.org /2026.328.5920

Data entry help: Adam Schmid at adam.schmid@seattle.gov /206.684.3469

Last resort help:Ali Peters at ali.peters@seattle.gov /206.386.1072

Additional Tips:• All data entry needs to be completed each week by EOD Monday’s in order to be on the VOLT list for referral.

• Please ensure you check the ROI and Consent form and enter record accordingly (see below chart).

• For consent refused records please have an internal spreadsheet for the AGENCY that tracks name with CEA ID for your VOLT representative.

• If you do not have a zip code for Last Permanent Address, please use 00000 and Address Quality of Client Refused or Client Doesn’t Know.

• Family VI-SPDAT forms will need to be faxed to Adam at 206.621.5039, please do NOT enter them into the database.

VI-SPDAT

Direct EntryCPC, YWCA

Faxing for data entry KCVP, WDVA, CCS, VA all other providers fax

to: (206) 621-5039

SA ROI not marked ALL

orHMIS Consent = No

Enter de-identified(Org security

level)

Agency tracks name internally to match with

CEA ID

VA ROI = YesSA ROI = Yes/All

HMIS = Yes

Enter identified(Region security level)

All agencies can see report of identified

recordsacross CEA

CEA One List(Accessible by

CEA System Admin only)

VOLT for Referral

VI-SPDAT CEA Data Entry/Reporting Map

Only agency entering can see

these consent refused records

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Veteran VI-SPDAT Data Entry User Guide

This User Guide provides step-by-step instructions for entering the Veteran VI-SPDAT into the Adsystech

Enginuity Coordinated Entry Database.

Logging into Database 1. On your computer desktop and double click the Enginuity icon. The Adsystech login page will

appear.

2. If there is no Enginuity icon, contact the Safe Harbors Help Desk at 206.386.0030 or

SafeHarborsHMISHelp@seattle.gov.

3. On the Login page, enter your User ID and Temporary Password. If you do not remember your

user ID or password, contact Karl at EnginuityHelpDesk@ccsww.org or 2026.328.5920. Your user

ID and password are unique to you; per your signed Code of Ethics Agreement, please keep

them secure and don’t share them with anyone.

4. For data entry assistance please contact Adam Schmid at adam.schmid@seattle.gov,

206.684.3469 OR Ali Peters at ali.peters@seattle.gov, 206.386.1072.

5. If you have multiple groups showing at login, use CEA Single Adult Assessment

Entering / Searching for Client

1. In the left navigation tree, click Client Intake_v5.5

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2. Click New Household button and enter information in the upper section

a. If it is a couple, enter the head of household first following these steps. At end of these steps

are instructions on how to add the second person.

a. Consent Refused details:

Check the ‘Consent Refused’ box

Consent will change to Organization

Identifier: type ‘system’

Follow the Safe Harbors Consent FAQ for data entry

You will need to track this record via ID within your agency

b. Consent = Region for consenting client

c. All blue/purple fields are required

d. Click Save in the upper section

e. You may be prompted with a box that shows existing client records with the same

information. If a record exists with all the exact same information or possibly just a

transposed number, highlight that row and click Select. If data does not match, always

be on the safe side and enter a new record by clicking Cancel.

f. If a record shows but all the information is grey, click the Add to my Organization button

to enable the fields.

Be sure and check the fields and update according to your VI-SPDAT answers.

g. Write the ID on the VI-SPDAT form for future reference

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3. Complete data entry for the Contact, Demographic and Income Tabs and click Save for each tab

If the data is already there and doesn’t match the VI-SPDAT, make sure you overwrite the current

data to match.

a. Contact Tab

i. Enter Last Known Address from VI-SPDAT

1. If you enter only a zip code the system will auto fill the city, county and

state

2. If you enter a city and state, the system will pop up a box with zip

options

ii. DO NOT enter any phone or email information here

iii. Click Save on the lower right hand corner of this section

b. Demographics Tab

i. Housing Status = ‘Category 1 – Homeless’

ii. Disabled = Data not collected

iii. Education Level = Data not collected

iv. Veteran = Yes

v. Gender = from VI-SPDAT

vi. Ethnicity = from VI-SPDAT

vii. 1st Language / 2nd Language = what language they feel best to express

themselves. Enter the same answer for both.

1. NOTE: this is a required field even though it is not purple/blue

viii. Race = from VI-SPDAT (can choose multiple)

ix. Click SAVE on the upper middle of this section

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c. Income Tab

i. Click Add and fill out all purple/blue fields according to VI-SPDAT

ii. You must choose something for each section

1. Non-Cash Benefits = Data Not Collected

iii. Click Save

d. DO NOT use the Note tab as these are viewable across the region. Document tab is

generally not used.

4. Entering a second adult follow the same steps above but instead of clicking New Household click New

Member

Enroll Client and complete VI-SPDAT entry

1. In left navigation tree, click ‘Assessment’

2. Click ‘Enter Program’

a. Program = CEASingle Adult Housing: Individual

b. Program Date = Assessment Date

c. Click Continue

d. In the upper container you will need to fill out the remaining purple/blue fields

i. Prior Living Situation = Data not collected

ii. Length of Stay in Previous Place = Data not collected

e. Click Save in the upper right hand corner of this upper container

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3. Complete Entry Questions in the lower section

a. Click Save

b. Question Date = Assessment Date

4. In left navigation tree click Additional Assessment

a. In upper section click NEW

i. change the Start Date/Time to the Assessment Date and Save

b. In lower section answer all the applicable questions

c. Click Save

d. Question Date = you can leave the date that shows up

Updating Referral and Housed information

1. In left navigation tree click Additional Assessment

a. On top bar enter partial clients first and last name and click Search.

b. If a client is consent refused you will enter the Identifier, which should be the ID

c. In the Customer field use the drop down box to choose the appropriate Assessment you

would like to update.

d. In the lower section scroll to field you would like to update

e. Click Save when you are finished

f. Question Date = fine to leave as the date it pops up as