Workflows for Universal Housing Application
This page provides step-by-step workflows for ICMS case managers navigating the housing application and placement process for matched participants.
Use the tabs below to find the correct workflow based on housing type and program. Workflows cover Project-Based and Tenant-Based placements as well as the Universal Housing Application process.
ICMS Project-Based Matched Participant Flow
Use this workflow for participants matched to a Project-Based PSH unit. The case manager reaches out to the matched participant within 7 days of referral and supports them through each step below.
Note: At Step 6, confirm whether the participant is matched to a Project-Based or Tenant-Based unit. If Tenant-Based, follow the Tenant-Based workflow instead.
Step 1: Participant Matched
Case Manager reaches out to the matched participant within 7 days of referral.
Step 2: Emergent Needs
Set up a meeting. Address emergent needs including clothing, food, shelter, and medications. Does the participant need shelter?
Step 3: Shelter Connection (if needed)
Work on shelter connection. Coordinate with the IH provider to ensure the participant is safely entered into the shelter. Plan to meet the next day.
Step 4: First Meeting — Paperwork and Consents
Fill out paperwork including assessments, explain the program, answer questions, and obtain required consents. Does the participant have essential documentation?
Step 5: If In Need of Shelter
After completing assessments, begin discussing housing needs including location, furniture, physical accommodations, and pets.
Step 6: Project-Based Housing
Contact the housing provider to get details and learn about intake and move-in. If Tenant-Based, follow the TB timeline.
Step 7: Begin Individual Care Plan
Start with the most important next steps — documentation, obtaining furniture if needed, and move-in preparation. The ICP will change over time.
Step 8: Focus on Needs and Move-In
Focus on immediate needs and the housing move-in plan. Coordinate with the Brilliant Corners Housing Coordinator.
Step 9: Lease Signing and Move-In
Attend and assist with the lease signing. Coordinate the move-in including furniture and utilities.
Step 10: Orient to New Home and Update Care Plan
Help the participant acclimate to their new home. Update the Care Plan to address housing retention needs.
Step 11: Housing Retention Work
Hold weekly meetings for the first three months (best practice) while getting the participant oriented and beginning the focus on housing retention.
ICMS Tenant-Based Matched Participant Flow
Use this workflow for participants matched with a Tenant-Based Voucher (TBV). The ICMS Case Manager reaches out to the matched participant within 7 days of referral and supports them through each step below.
Note: UHA is only used for HSV/SUNOFO programs at this time. All other TBV programs use paper applications which differ by program and public housing authority.
Step 1: Matched to ICMS with a TB Voucher
ICMS Case Manager reaches out to the matched participant within 7 days of referral.
Step 2: First Meeting — Paperwork and Consents
Fill out paperwork including assessments, explain the program, answer questions, and obtain required consents.
Step 3: Emergent Needs
Set up a meeting to address emergent needs including clothing, food, shelter, and medications. Does the participant need shelter?
Step 4: Shelter Connection (if needed)
Work on shelter connection. Coordinate with the IH provider to ensure the participant is safely entered and plan to meet the next day.
Step 5: ICMS Case Manager Attends UHA E-Learning
Course provides access to UHA. Complete a paper copy of the UHS and upload with all required documents.
Step 6: Start Individual Care Plan and Housing Search Plan
Following assessments, discuss housing needs including location, size, pricing, transportation, pets, and physical accommodations. Begin the search.
Step 7: Assist in Housing Application Process
ICMS Case Manager helps complete applications, explains the ICMS program to housing providers, and advocates on behalf of the participant.
Step 8: Start the Housing Search
ICMS Case Managers take an active role in looking for, viewing, and advocating on behalf of and alongside the participant with landlords.
Step 9: Participant Approved for Unit
When the participant is approved, the ICMS Case Manager assists with lease signing and move-in including obtaining furniture and utilities.
Step 10: Lease Signing and Move-In
Before lease signing, PHA issues HAP. ICMS Case Manager assists with all aspects of move-in. Schedule the first meeting within a week for orientation and begin a new ICP for retention.
Step 11: Housing Retention Work
Hold weekly meetings for the first 3 months (best practice) while getting the participant oriented and beginning the focus on retention.
Universal Housing Application Workflow
Use this workflow for LACDA and HACLA HSV/SUNOFO programs. The Point of Contact (POC) manages the application process in coordination with the participant and the Public Housing Authority (PHA).
Note: UHA is only used for HSV/SUNOFO programs at this time. All other TBV programs use paper applications which differ by program and public housing authority.
Steps 1 to 4: Application Submission
- POC receives match alert and confirms interest.
- POC attends UHA e-learning course through LAHSA CTA to receive UHA access.
- POC submits UHA and uploads all required documents.
- POC and Participant certify UHA for all household members 18 and older.
Steps 5 to 7: PHA Review and Inspection
- PHA reviews UHA for eligibility.
- PHA alerts ICMS via the UHA of additional documents needed.
- PHA schedules unit inspection.
Steps 8 to 11: Housing Search and Offer
- ICMS Connection and client begin housing search.
- Housing unit is found and RFTA submitted to PHA.
- PHA makes rent offer to landlord.
- Landlord accepts or negotiates rent offer.
Steps 12 to 14: Lease and Move-In
- PHA issues HAP and lease is signed.
- Client moves into housing unit.
- Housing retention efforts begin.
Tenant-Based Housing Application Workflow
Use this workflow for HSV and SUNOFO programs. This workflow commenced estimated December 1. ICMS manages the application process in coordination with the participant and the Public Housing Authority (PHA).
Important: UHA is only used for HSV/SUNOFO programs. All other TBV programs use paper applications which differ by program and public housing authority.
Steps 1 to 4: Application Submission
- ICMS receives match alert and confirms interest.
- ICMS attends UHA e-learning course through LAHSA CTA to receive UHA access.
- ICMS submits UHA and paper application and uploads all required documents.
- ICMS and Participant submit application for all household members 18 and older.
Steps 5 to 7: PHA Review and Inspection
- PHA reviews UHA for eligibility.
- PHA alerts ICMS via the UHA of additional documents needed.
- PHA schedules unit inspection.
Steps 8 to 11: Housing Search and Offer
- ICMS and client begin housing search.
- Housing unit is found and RFTA submitted to PHA.
- PHA makes rent offer to landlord.
- Landlord accepts or negotiates rent offer.
Steps 12 to 14: Lease and Move-In
- PHA issues HAP and lease is signed.
- Client moves into housing unit.
- Housing retention efforts begin.
Housing Application Resources
The following resources support ICMS case managers in completing housing applications, navigating inspections, and preparing participants for move-in.
FHSP UID Packet and Inspection Process
View the full FHSP Unit Identification Packet and Inspection Process documentation to support housing search and unit approval steps.
UHA E-Learning Course
ICMS case managers and POCs must complete the UHA e-learning course through LAHSA CTA before submitting a Universal Housing Application. This course provides access to the UHA system.
Which Workflow Should I Use?
- Project-Based PSH: Use the Project-Based Matched Participant Flow tab
- Tenant-Based Voucher (LACDA or HACLA HSV/SUNOFO): Use the Tenant-Based Flow tab and the UHA Workflow — LACDA/HACLA tab
- Tenant-Based Voucher (HSV/SUNOFO only): Use the Tenant-Based UHA — HSV/SUNOFO tab
- All other TBV programs: Use paper applications. Workflows differ by program and public housing authority.