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HMIS as Tool to Measure Performance of

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					                    HMIS as a Tool to Measure
                    Performance of Programs


                             Barbara Ritter, Michigan
                     Darlene Joseph Mathews, Washington DC
                           Tom Albanese, Columbus OH




September 18-19, 2006 – Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development
Overview


• Learning Objectives
• Performance Measurement Models
     – Michigan
     – Washington, DC
     – Columbus, OH




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   2
Workshop Learning Objectives:


• Participants will understand which data elements
  within an HMIS correlate to performance
  measurement, how to set up measurement
  systems, and how to monitor the effectiveness of
  measurement systems.
• Participants will understand how to operate HMIS
  systems to measure client outcomes, program
  performance, and monitor system-wide effectiveness.




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   3
                    Measurement: An Ongoing
                         Collaboration


        Barbara Ritter, Michigan Statewide HMIS Project Director
                   MI Coalition Against Homelessness




September 18-19, 2006 – Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development
Michigan Statewide HMIS

• Funding Organizations

• Program Leadership

• Staff who collect information and enter data




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   5
Selecting What to Measure…


• Mix of measures:
     – Process Indicators
        • Time to referral or placement in housing

     – Short-term or Intermediate objectives - measure
       critical processes
        • Improved income at discharge
        • Linked with needed supportive services

     – Outcomes – measures sustained change
        • Stable Housing
        • Stable Employment


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   6
Coordinating the Process of Measurement


• How do we know what success looks like?
     –   Client Characteristics / Who is Served
     –   When measurement occurs
     –   Establishing Base Lines
     –   Benchmarking / Comparing Performance
     –   Improving Performance
     –   The Environment / Contextual Variables
     –   Evaluate Outcomes




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   7
Defining the Population
Who is Served

• Developing shared screening questions. Data
  Standards plus:
     –   Have they had a lease in their own name?
     –   Were they homeless as children?
     –   What is their housing history?
     –   What is their education history?
     –   What is their employment history?
     –   What is their health history?
     –   Are there disabilities of long duration?




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   8
When Measurement Occurs


• Intermediate Outcomes                                   • Follow-up Outcomes
     – Measured during care                                     – Measured after
       or at discharge                                            discharge for some
     – Reflect stable and                                         period of time
       optimized program                                        – Were changes achieved
       processes                                                  in care sustained?
     – Customer Satisfaction                                    – Did we impact other
                                                                  long-term primary
                                                                  outcomes?




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   9
Base Lines & Targets
• Critical for evaluating change and optimizing
  performance
       – Realistic / honest targets
       – Stabilized Processes
              • Percentiles are consistent across time
       – Systematic and Routine Measurement
              • Before;
              • During; and,
              • After program change.




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   10
Benchmarking


• Working with “like” programs to:
     –   Identify realistic targets
     –   Identify performance that is off norm
     –   Share ideas to improve
     –   Address measurement problems
     –   Build transparency




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   11
The Context of Services


•   Lack of affordable housing
•   Vacancy rates
•   Unemployment rates
•   Lack of access to supporting services
     – Long Waiting Lists
     – No Insurance or Pay Source
• Barriers to success or community assets




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   12
What Will the Measurement Project Do?

1.       Support the development of initial measures
         (indicators, objectives and outcomes) and
         targets through meetings with funders, program
         leadership and staff.

2.       Provide a menu of measures for program
         leadership to select from.




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   13
What will the Measurement Project Do?
(Cont.)

3.     Provide reports that may be run monthly with a
       click of the button on all selected measures. The
       reports will aggregate data that is viewable through
       the HMIS for Programs, Agencies, CoCs, and
       Statewide.

4.     Convene routine Benchmarking meetings to discuss
       measurement issues as well as performance ideas.




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   14
What will the Measurement Project Do?
(Cont.)

5.     Maintain, with local support, a database of
       contextual variables.

6.     Share/problem-solve measurement issues. Support
       the evolution of measures.

7.     Provide data for statewide analysis as defined in
       contracts.




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   15
            Measurement: An Example from
                    our Capital


           Darlene Mathews, The Community Partnership for the
                    Prevention of Homelessness (TCP)
                             Washington, DC




September 18-19, 2006 – Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development
The Community Partnership


• Since 1999, the Community Partnership has used
  various databases and software to manage data

• One of the first “Tier 1” agencies to pilot HMIS

• Today our HMIS system has over 200 programs, 300
  users and over 5,000 clients entered




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   17
The Washington Cumulative Monthly Report

• Purpose: to create a standard reporting tool that was easy
  to use and address multiple performance indicators
• First foray into performance measurement through HMIS
• Used from 2001-2004
• Comprehensive Custom Report created by Bowman Internet
  Systems
• Captured basic demographic information, education,
  employment & disabilities




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   18
Method


• TCP ran report, sent it to Providers monthly
• TCP set general standards for each Provider based on
  their scope of work
• Programs were required to review data, sign off on its
  accuracy as it relates to scope of work goals and or
  make corrections
• Supplemented qualitative monthly reporting
  deliverables




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   19
Benefits to using the Washington Cumulative
Monthly Report

• Report was accessible to everyone: Providers could
  use the report, run it independently and monitor their
  own programs
• Providers got in the habit of using HMIS as a data
  collection tool
• Informed other reports that we were required to
  complete




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   20
Drawbacks of using the Washington
Cumulative Monthly Report

• Costliness:
  Overtime as Service Point was updated, we had to
  pay extra to update this report

• Reporting weaknesses:
  It could aggregate program information, but not
  break down results by program

• Changing needs:
  Our needs became more complex over time

September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   21
SuperNOFA Measurement Method


• Purpose: creates a comprehensive performance
  measurement method to inform the funding and
  ranking process
• Introduced in 2005
• Compares like to like programs
• Sets benchmarks for program outcomes




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   22
Method

• We organized our renewal programs to create “like to
  like” groupings for comparisons
• We set benchmarks for outcomes that were slightly
  above HUD standards outlined in the NOFA
• We exported all raw data into Excel to perform
  calculations and analysis
• Each program was given a quality score based on
  these three measures:
       1.    Occupancy,
       2.    Change in Income,
       3a.   Destinations and Exit or
       3b.   Stability in the Program (for permanent
             housing programs)
September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   23
Method (cont.)
• Occupancy Score –Based on client entry and exit
  information
Calculation: Number of occupied bed nights/Number of
  total bed nights in the period
• Change in Income- Based on cash and non-cash
  benefits tracked through HMIS
Calculation: Change in the number of income sources
  for a client after entry/total clients served
• Destination- Based on Exit Sheet
Calculation: Positive Destinations/total destinations
• Stability-Based on Entry and Exit Sheets
Calculation: Length of Stay > 6 months/number of
  clients in program
September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   24
Method (cont.)


• Each program was given a score for each of the
  indicators
• Like to like programs were compared and ranked
• This process was also used to inform the funding of
  our District programs and used again this year for the
  NOFA ranking process




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   25
Agency Name:                   Sunshine Place Agency                                                                                       % of Stays over 180 days
Program Name:                  Sunshine Place Transitional House                                                                           % of Total     % of Possible
HMIS Program Name:             SPTH
Total beds or units:                18                                                                                                      0.11111
Program Type                   Transitional                (ie. Trans, Perm, Supp Svc only)
                                                                                                                            Bed nights in use                    6043
Report Period:                                                                      Start         End                       Possible bed nights =                6570
                                                                                    1/1/2005    12/31/2005                  Occupancy %                    0.91979
                                                                                180 days          7/4/2005
Entry/Exit Dates of All Persons Served
 All clients served in period All Clients Family ID    Client      Entry Date     Exit Date     LOS (for      Beginning     Is Exit Date   Ending Date    Bednights in
                                served     (Family    Number                                     housing     Date for LOS       Null?       for LOS in      period
                                 with     Programs                                              stability)     in period                      period
                               potential    only)
                                for 180
                                 days

                           1                  1651        19374    9/21/2002       3/31/2005      922            1/1/2005      3/31/2005      3/31/2005             89
                           1                  2263        30476    4/30/2003       3/29/2005      699            1/1/2005      3/29/2005      3/29/2005             87
                           1                  2265        30456    4/30/2003       4/30/2005      731            1/1/2005      4/30/2005      4/30/2005            119
                           1                  2533        35143    8/28/2003       8/25/2005      728            1/1/2005      8/25/2005      8/25/2005            236
                           1                  2534        35126     9/3/2003         8/1/2005     698            1/1/2005       8/1/2005       8/1/2005            212
                           1                  2583        36656    9/29/2003       6/30/2005      640            1/1/2005      6/30/2005      6/30/2005            180
                           1                  3595        44533    1/27/2004       1/31/2006      735            1/1/2005      1/31/2006      1/31/2006            395
                           1                  3632        45227    1/27/2004       9/30/2005      612            1/1/2005      9/30/2005      9/30/2005            272
                           1                  3965        48997    3/31/2004       3/31/2006      730            1/1/2005      3/31/2006      3/31/2006            454
                           1                  4057        50030    4/25/2004       3/31/2006      705            1/1/2005      3/31/2006      3/31/2006            454
                           1                  4063        50045    4/25/2004    null              615            1/1/2005     12/31/2005     12/31/2005            364
                           1                  4099        50445    4/30/2004       7/31/2005      457            1/1/2005      7/31/2005      7/31/2005            211
                           1                  4275        51965    5/28/2004       5/31/2005      368            1/1/2005      5/31/2005      5/31/2005            150
                           1                  4317        52406    5/28/2004      11/30/2005      551            1/1/2005     11/30/2005     11/30/2005            333
                           1                  5062        59029    9/29/2004    null              458            1/1/2005     12/31/2005     12/31/2005            364
                           1                  5066        59173    9/29/2004    null              458            1/1/2005     12/31/2005     12/31/2005            364
                           1                  6112        72177   12/20/2004    null              376            1/1/2005     12/31/2005     12/31/2005            364
                           1                  6113        65997   12/20/2004    null              376            1/1/2005     12/31/2005     12/31/2005            364
                           1                  6653        70949     4/1/2005    null              274            4/1/2005     12/31/2005     12/31/2005            274
                           1                  6858        86350     4/5/2005    null              270            4/5/2005     12/31/2005     12/31/2005            270
                           1                  7296        77807    7/11/2005    null              173           7/11/2005     12/31/2005     12/31/2005            173
                           1                  7655        81628    9/12/2005    null              110           9/12/2005     12/31/2005     12/31/2005            110
                           1                  7794        82396    9/28/2005    null               94           9/28/2005     12/31/2005     12/31/2005             94
                           1                  8008        84386   10/13/2005    null               79          10/13/2005     12/31/2005     12/31/2005             79
                           1                  8299        87904   12/19/2005    null               12          12/19/2005     12/31/2005     12/31/2005             12
                           1                  8312        88082   12/22/2005    null                9          12/22/2005     12/31/2005     12/31/2005              9
                           1                  8314        88090   12/21/2005    null               10          12/21/2005     12/31/2005     12/31/2005             10
                          27           0


   September 18-19, 2006 - Denver, Colorado                     Sponsored by the U.S. Department of Housing and Urban Development                                         26
                Agency Name:          Sunshine Place Agency
                Program Name:         Sunshine Place Transitional House
                HMIS Program Name SPTH
                Total beds or units:      18
                Persons Served in period  27
                Income Success                   0.38889 as a function of units
                                                         0.25926 as a function of persons served


HMIS                                     Client
Assigned                                 Exit        Employed Last30DayI Source of                                                  Total
Client ID       Client Entry Date        Date        ?        ncome      Income                     StartDate         EndDate       Points
        19364                9/21/2002   3/31/2005 No                    1787   Earned Income (HUD)        4/1/2004     5/31/2004            2
        19364                9/21/2002   3/31/2005 No                     379   TANF (HUD)                 8/1/2004                          1
        30456                4/30/2003   4/30/2005 Yes                    200   Earned Income (HUD)        2/1/2004     2/28/2004            1
        30456                4/30/2003   4/30/2005 Yes                    400   Earned Income (HUD)        3/1/2004      4/1/2004            1
        30475                4/30/2003   3/29/2005 Yes                    515   Earned Income (HUD)        5/6/2003     5/18/2004            2
        35124                8/28/2003   8/25/2005 Yes                    120   Earned Income (HUD)       4/26/2004                          2
        35124                8/28/2003   8/25/2005 Yes                    530   Child Support (HUD)        7/1/2004                          1
        35126                 9/3/2003    8/1/2005 No                    1600   Earned Income (HUD)        9/2/2004                          2
        36656                9/29/2003   6/30/2005 No                     575   Child Support (HUD)        6/1/2005                          1
        44526                1/27/2004   1/31/2006 Yes                    880   Earned Income (HUD)        6/1/2003                          1
        44526                1/27/2004   1/31/2006 Yes                    960   Earned Income (HUD)       1/23/2004                          1
        45207                1/27/2004   9/30/2005 Yes                   1767   Earned Income (HUD)       8/16/2004     2/28/2005            1
        45207                1/27/2004   9/30/2005 Yes                   1452   Earned Income (HUD)        3/1/2005     3/31/2005            1
        45207                1/27/2004   9/30/2005 Yes                    400   Food Stamps (HUD)          5/1/2005                          1
        45207                1/27/2004   9/30/2005 Yes                    379   TANF (HUD)                 5/1/2005                          1
        48991                3/31/2004   3/31/2006 No                     372   Food Stamps (HUD)          4/8/2004                          1
        48991                3/31/2004   3/31/2006 No                     579   SSI (HUD)                  8/1/2004    12/31/2005            1
        48991                3/31/2004   3/31/2006 No                     780   Earned Income (HUD)        5/1/2005     5/31/2005            1
        48991                3/31/2004   3/31/2006 No                    1600   Earned Income (HUD)        7/1/2005    10/31/2005            1
        50045                4/25/2004             No                    1092   Earned Income (HUD)       4/25/2005     5/27/2005            2
        51962                5/28/2004   5/31/2005 No                       1                              6/1/2004
                                                                                TANF Child Care Services (HUD)                               1
        51962                5/28/2004   5/31/2005 No                     380   Earned Income (HUD)        7/1/2004     7/31/2004            2
        59031                9/29/2004             Yes                   1677   Earned Income (HUD)       5/29/2005                          2
        59031                9/29/2004             Yes                     91   Food Stamps (HUD)          7/1/2005                          1
        63250               12/20/2004             No                      50                             12/1/2005
                                                                                Other TANF-Funded Services (HUD)                             1
        63777               12/20/2004             Yes                    400   Child Support (HUD)       10/1/2005                          1
        72802                 4/5/2005             No                     298   TANF (HUD)                4/30/2005                          1
        77807                7/11/2005             Yes                   1667   Earned Income (HUD)       12/1/2005                          2
                                                                                                                                             7

     September 18-19, 2006 - Denver, Colorado             Sponsored by the U.S. Department of Housing and Urban Development                      27
         Agency Name:            Sunshine Place Agency
         Program Name:           Sunshine Place Transitional House
         HMIS Program Name       SPTH
         Total beds or units:              18
                                               Exits during 1/1/2005-12/31/2005
                                 Destinations for Transitional Housing Programs
                                 Score                                                    1
                                 (total positive outcomes/total outcomes)
                                                                                               Positive Total
Fam ID    ClientID EntryDate    ExitDate      Destination                                      outcome Exits
     1651     19374   9/21/2002 3/31/2005     Rental room/house/apartment (HUD)                        1         1
     2263     30476   4/30/2003 3/29/2005     Rental room/house/apartment (HUD)                        1         1
     2265     30456   4/30/2003 4/30/2005     Rental room/house/apartment (HUD)                        1         1
     2533     35143   8/28/2003 8/25/2005     Rental room/house/apartment (HUD)                        1         1
     2534     35126    9/3/2003     8/1/2005  Rental room/house/apartment (HUD)                        1         1
     2583     36656   9/29/2003 6/30/2005     Rental room/house/apartment (HUD)                        1         1
     3595     44533   1/27/2004 1/31/2006     Rental room/house/apartment (HUD)                        1         1
     3632     45227   1/27/2004 9/30/2005     Staying in a friend's room/apartment/house (HUD)         1         1
     3965     48997   3/31/2004 3/31/2006     Rental room/house/apartment (HUD)                        1         1
     4057     50030   4/25/2004 3/31/2006     Rental room/house/apartment (HUD)                        1         1
     4063     50045   4/25/2004                                                                                  0
     4099     50445   4/30/2004 7/31/2005 Rental room/house/apartment (HUD)                          1           1
     4275     51965   5/28/2004 5/31/2005 Rental room/house/apartment (HUD)                          1           1
     4317     52406   5/28/2004 11/30/2005 Rental room/house/apartment (HUD)                         1           1
                                                                                                    13          13


   September 18-19, 2006 - Denver, Colorado    Sponsored by the U.S. Department of Housing and Urban Development     28
                                                                Q- Rank Scores
Scores Based on Quantitative                  Program                              LOS/       Total Q
Outcomes Measures                     # Units Type      Occupancy Income         Destination Rank
Program A                               14      TH           1.728   0.229              0.300    2.257
Program B                                6      TH           0.584   0.333              0.000    0.917
Program C                               25      TH           1.011   0.685              0.581    2.277
Program D                               20      TH           0.775   0.438              0.590    1.803
Program E                               30      TH           0.768   1.347              0.804    2.919
Program F                               18      TH           0.291   4.250              1.000    5.541
Program G                               10      TH           0.291   4.250              1.000    5.541




  September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   29
Benefits of the NOFA Measurement System


• Fair and balanced way of comparing “like to like”
  programs
• We were able to change benchmarks and thresholds
  for various levels of the Continuum
• It can give you a good idea of how an individual
  program is performing as well as an aggregate
  snapshot of multiple programs




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   30
Drawbacks of NOFA measurement system


• Very time intensive task

• Still a need for a more frequent quality control that a
  monthly or quarterly report can give




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   31
Where we are today
• We took a step back and really analyzed the needs of our
  entire system

• We applied for an HMIS grant

• Developed an HMIS work plan to organize our short and
  long term reporting goals

• Developed an HMIS Team to make the work plan a reality
   – Individuals were assigned tasks and responsibilities
   – Team included-Consultants, HMIS Coordinator, Policy
     Analysts and Federal and District Contract Managers




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   32
Where we are today (cont.)
• Organization-We took time to formulate and structure
  the type of queries and reports that we need to
  develop for ongoing reporting and measurement
• Timelines-We identified the manner in which we want
  our data presented, the time frame for producing it
  and the steps in developing it
• Technical Assistance-We hired a consultant who
  completes user trainings every month on HMIS.
  Training topics range from basic, intermediate and
  advanced use, to reporting capabilities and better
  data entry tips.


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   33
One size does not fit all


• Custom Design-We are creating and redesigning
  assessments for special areas of our Continuum such
  as Central Family Intake and Outreach Programs so
  that HMIS better meets their needs




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   34
Using reporting tools to develop new
reporting methods

• TCP will be undertaking the development of new
  custom reports to be used on a quarterly basis to
  conduct performance measurement using the
  advanced reporting tool
• To reduce the time intensive aspect of performance
  measurement we plan on using the scheduling
  function to run a report on:
     -HUD required data elements
     -Length of stay, Occupancy and Income
     -Report could be run by in the aggregate and broken out
       by program

September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   35
          Measurement: Program Evaluation
           that Supports System Analysis


                     Tom Albanese, Community Shelter Board
                                Columbus, Ohio




September 18-19, 2006 – Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development
Community Shelter Board


• The Community Shelter Board was created in 1986 to
  respond to the growing needs of homelessness in
  Franklin County.

• Non-profit intermediary
     – Funder: shelter, supportive housing, and related
       services
     – Planning & evaluation: Continuum of Care, system,
       funder collaborative, HMIS
     – Coordination of services


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   37
CSB HMIS

• Since 1990, CSB has collected data on persons
  accessing shelter – characteristics and utilization
• Current:
     – 16 agencies, 47 programs
     – Coverage: 95% of all shelter beds; All supportive
       housing developed in last 6 years
     – 33 required data elements: varies by program type
• 2006-07 HMIS expansion to include all HUD funded
  homeless programs
• 2007-08 HMIS upgrade


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   38
HMIS Data Quality Assurance

Program data required to meet QA standards:
     – Timeliness
           • All required data elements by 4th working day of month
     – Completeness
           • 95% of all clients for each required data element (<5% not
             reported/null)
     – Accuracy
           • Congruent with program type, population served, capacity, etc.
           • Matches agency client record (e.g. entry/exit dates match)
     – Consistency
           • Consistent with past program performance/outcomes




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   39
Performance Measures
• Benchmarks set by CSB Board of Trustees
• Included in annual agency contracts
     – Establish annual Program Outcomes Plan (POP) for each
       program
•   HMIS data reporting and evaluation methodologies
•   Daily shelter utilization monitoring
   Quarterly performance monitoring
   Annual performance evaluation
   Strategic planning
   Community Reports


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   40
Outcome Measure Methodology: Example
Successful Housing Outcome:
Tier I Adult Emergency Shelter
• Source: Homeless Census Report (1)
• Defined: The number of distinct household exits with a
   „Permanent‟ or „Transitional‟ housing exit, excluding exits
   to family or friends. Refer to the Housing Outcomes
   Appendix for a list of destinations and their correlation to
   housing and shelter outcomes.
• Calculated: The number of households served that exited
   with a successful housing outcome (based on the last exit)
   / the number of total distinct households served that
   exited the program.
(1) Homeless Census Report is a standard CSB report that is produced using
    Crystal Reports.


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   41
Performance Measures
                                       Prevention     Outreach     Emergency        Resource     Direct Housing   Permanent
                                                                    Shelter        Specialists                    Supportive
                                                                                                                   Housing

Number Served                                                                                                    
Successful Housing Outcomes                                                                       
Average Length of Stay                                                                               
Recidivism                                                                                        
Movement                                                               
Successful Income Outcomes                                                                                           
                                                                       
                                                                  (Tier II only)

Direct Client Assistance Utilization                                                                

Occupancy                                                                                                             
                                                                       
                                                                  (Tier II only)

Housing Stability                                                                                                     
Housing Retention                                                                                                     




 September 18-19, 2006 - Denver, Colorado           Sponsored by the U.S. Department of Housing and Urban Development          42
Program Outcomes Plan:
     • Emergency Shelter Example
                                                                                   Semi-Annual
                                                                                      Goal
         Measure

    Households Served - #                                                               600

    Average Length of Stay per Household                                              30 days

    Successful Housing Outcomes #                                                       75

    Successful Housing Outcomes %                                                      15%

    Recidivism - %                                                                     <10%

    Access to resources to avoid shelter admission and stabilize
                                                                                 Pass certification
         housing

    Basic needs met in secure, decent environment                                Pass certification


    Ongoing engagement with the neighborhood                                     Pass certification


                                                                         CSB costs per household consistent
    Efficient use of a pool of community resources
                                                                                     with CSB budget




September 18-19, 2006 - Denver, Colorado     Sponsored by the U.S. Department of Housing and Urban Development   43
Quarterly Indicator Reports

• Key performance measures: system &
  program
• Issued to CSB Board of Trustees &
  Continuum of Care Steering Committee
• Posted to www.csb.org




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   44
Annual Program Evaluation
• Completed based on first half of FY for use in following FY
  funding determination
• Program outcomes compared to planned outcomes
• Data mostly derived from HMIS
• Programs are scored as:
     – High: no less than one not achieved
     – Medium: half or more achieved
     – Low: less than half achieved
         • Long-standing, unresolved issues could also lower rating
• Issued to CSB Board of Trustees, funders
• Posted to www.csb.org




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   45
Strategic Planning
Rebuilding Lives Initiative
•  1997 Community “charge” to assess homeless
  services for single men impacted by downtown
  economic development
• Data sources
     –   Analysis of CSB MIS data
     –   Comprehensive Community Needs Assessment
     –   Analysis of best practices
     –   Review of national model programs
• Rebuilding Lives Updated Strategy


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   46
Rebuilding Lives Typology Study


• CSB undertook analysis of shelter stays that
  mirrored methodology developed by Dennis
  Culhane, Univ. of Penn.
   – Used CSB MIS data for 7,944 men using
     shelter system from 1994-1996
   – Developed 3 “clusters” that grouped men
     based on cumulative length of shelter stay and
     number of shelter stays
   – Analyzed shelter usage for each cluster

September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   47
Community Reports

• CSB Annual Report
• Rebuilding Lives Updates
• 2005 Community Report on Homelessness
   – Emergency shelter system (1995-2005)
   – Point-in-time count (unsheltered/sheltered)




September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   48
Impact of HMIS Data
& Performance Measurement

• Communicates more accurate description of
  population (vs. individual, anecdotal needs)
• Creates higher level of understanding of
  community problem (builds community support)
• Informs resource allocation (annual funding)
• Informs program development/improvement
  (CQI)
• Informs policy options (more shelter vs. housing)


September 18-19, 2006 - Denver, Colorado   Sponsored by the U.S. Department of Housing and Urban Development   49
Presenters…

Tom Albanese, L.S.W.                Darlene Joseph Mathews                       Barbara Ritter
Director of Programs &              Policy Analyst                               Project Director
    Planning                        The Community Partnership                    Michigan Statewide HMIS
Community Shelter Board             801 Pennsylvania Avenue, SE                  PO Box 13037
115 West Main Street, LL            Suite 360                                    Lansing, MI 48933
Columbus, Ohio 43215                Washington, DC 20003                         (P) (517) 485-6536 ext 12
(P) 614.221.9195                    (P) 202-543-5298 x 115                       (517) 485-6682
(F) 614.221.9199                    (F) 202-543-5653                             britter@mihomeless.org
talbanese@csb.org                   dmathews@community-
                                           partnership.org




September 18-19, 2006 - Denver, Colorado    Sponsored by the U.S. Department of Housing and Urban Development   50

				
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