CENTER FOR CAPACITY BUILDING

NATIONAL ALLIANCE TO END HOMELESSNESS

COORDINATED ASSESSMENT:

THE BASICS

REVIEWPLANNING AND DESIGNDATA & HMISASSESSMENT PROCESSREFERRAL PROCESSEVALUATION

WORKING TIME

AGENDA

WHY DO WE CARE ABOUT COORDINATED ENTRY?

SENDS HOUSEHOLDS TO INTERVENTION OF BEST FIT FROM THE START

PROVIDES SYSTEM-WIDE PREVENTION AND DIVERSION OPPORTUNITIES

IMPROVES SYSTEM EFFICIENCY

FOSTERS MORE COLLABORATION AMONG PROVIDERS

IMPROVES ABILITY TO PERFORM WELL ON HEARTH OUTCOMES ESG MANDATE

PLACES: COLUMBUS, OH; GRAND RAPIDS, MI; HENNEPIN COUNTY/MINNEAPOLIS, MN

PROS: LESS TRAINING TIME NEEDED; MORE LIKELY TO BE CONSISTENT PROCESS; NEED LESS STAFF

CONS: ONE LOCATION MAY NOT BE EQUALLY ACCESSIBLE TO ALL; HIGH VOLUME

CENTRALIZED INTAKE

SINGLE INTAKE CENTER/SHELTER(MAY BE ONE PLACE

FOR EACH POPULATION)

PLACES: MONTGOMERY COUNTY/DAYTON, OH; MONTGOMERY COUNTY, MD

PROS: EASIER TO HANDLE LARGER NUMBERS OF CLIENTS; MORE ACCESSIBILITY; MAY INCREASE PROVIDER COMFORT LEVEL

CONS: LESS CONTROL AND CONSISTENCY; MAY BE MORE COSTLY DUE TO INCREASED SPACE/STAFF DEMANDS

DECENTRALIZED INTAKE

INTAKE POINT #2

INTAKE POINT #3

INTAKE POINT #1

2-1-12-1-1

PLACES: MEMPHIS/SHELBY COUNTY, TN; PRINCE GEORGE’S COUNTY, MD; ALAMEDA COUNTY, CA

PROS: ACCESSIBILITY; EASY LINKAGES TO OTHER MAINSTREAM RESOURCES; REDUCES IN-PERSON CLIENTS

CONS: UNABLE TO DEAL WITH CRISIS SITUATIONS FACE-TO-FACE; INCREASED CHANCE OF INCONSISTENCY

SHELTER DIVERSIONSHELTER

DIVERSIONMAINSTREA

MRESOURCES

MAINSTREAM

RESOURCES

INTAKE CENTERINTAKE CENTER

INDIVIDUAL SUBPOPULATION NEEDS

CO-LOCATION WITH OTHER CRUCIAL SERVICES

ORGANIZATIONAL CAPACITY

SIZE OF GEOGRAPHIC AREA

DISTANCE FROM OTHER PROVIDERS

ADDITIONAL PLANNING QUESTIONS

DATA COLLECTION & HMIS

CENTRALIZED DATA ENTRY AND/OR SINGLE PROCEDURE DEVELOP AND TRAIN INTAKE STAFF.

AN OPEN HMIS

A DATA SHARING AGREEMENT BETWEEN ALL PROVIDERS CREATE ONE.

REAL-TIME INFORMATION ON BED AVAILABILITY (PREFERABLY THROUGH HMIS) PROVIDE TRAINING FOR PROVIDERS, UPGRADE HMIS

SYSTEM. SHORT TERM SOLUTION: HAVE PROGRAMS CALL IN

AVAILABILITY, USE AN EXCEL OR GOOGLE SPREADSHEET

NECESSARY TOOLS

CINCINNATI, OH (SPEAKING AT THE CONFERENCE) HAVE “HOMEGROWN” HMIS THAT SHOWS REAL-TIME BED

AVAILABILITY

ALAMEDA COUNTY, CA (SPEAKING AT THE CONFERENCE); PRINCE GEORGE’S COUNTY, MD 2-1-1 BEGINS INITIAL DATA ENTRY PROCESS, SHARES DATA

WITH INTAKE CENTER

WHATCOM COUNTY, WA (SPEAKING AT THE CONFERENCE) DEVELOPED DATA SHARING AGREEMENT AND CLIENT MOU

QUICKLY; LOOPED IN YOUTH PROVIDERS AND DOMESTIC VIOLENCE PROVIDER

PROMISING PRACTICES - DATA

ASSESSMENT

HAVE EACH PROGRAM REVIEW INTERNALLY, AND THEN REVIEW AS A SYSTEM, PROGRAM RULES AND POTENTIAL “SCREEN OUT” FACTORS: ARE THEY NECESSARY FOR FUNDING REASONS? ARE THEY RELATED TO THE MISSION OF THE PROGRAM? OF THE SYSTEM? (WHAT IS THE MISSION OF THE SYSTEM?)

LOOK AT OTHER COMMUNITIES’ ASSESSMENT TOOLS

DECIDE WHAT INFORMATION NEEDS TO BE ACQUIRED WHEN (AT INTAKE VS. AFTER REFERRAL HAS BEEN MADE)

GETTING STARTED

WHAT INFORMATION ARE YOU REQUIRED TO COLLECT BY HUD?

WHAT INFORMATION DO YOU NEED TO DETERMINE IF SOMEONE SHOULD RECEIVE PREVENTION ASSISTANCE OR BE DIVERTED FROM SHELTER?

WHAT INFORMATION DO YOU NEED ABOUT CLIENTS FROM PROGRAMS TO MAKE A SMART REFERRAL?

GETTING STARTED, CONT’D

LOOK AT SHELTER DATA: USE THIS TO GUIDE WHO RECEIVES PREVENTION ASSISTANCE.

PREVENTION ASSESSMENT AND TARGETING: USE SHELTER DATA

WHERE DID YOU SLEEP LAST NIGHT?

WHAT OTHER HOUSING OPTIONS DO YOU HAVE FOR THE NEXT FEW DAYS OR WEEKS?

(IF STAYING IN SOMEONE ELSE’S HOUSING) WHAT ISSUES

EXIST WITH YOU REMAINING IN YOUR CURRENT HOUSING SITUATION? CAN THOSE ISSUES BE RESOLVED WITH FINANCIAL ASSISTANCE, CASE MANAGEMENT, ETC.?

(IF COMING FROM THEIR OWN UNIT) IS IT POSSIBLE/SAFE TO STAY IN YOUR CURRENT HOUSING UNIT? WHAT RESOURCES WOULD YOU NEED TO DO THAT (FINANCIAL ASSISTANCE, CASE MANAGEMENT, MEDIATION, TRANSPORTATION, ETC.)?

SHELTER DIVERSION QUESTIONS

REFERRAL PROCESS

1. MAKE CLIENT REFERRAL.

2. CALL PROGRAM TO ANNOUNCE THAT CLIENT IS BEING REFERRED TO THEM.

3. SHARE CLIENT DATA WITH REFERRAL PROGRAM.

4. OPTIONAL: IN-PERSON MEETINGS

REFERRALS: THE “WARM HANDOFF”

WHICH PROGRAMS CAN ACCEPT/WILL ACCEPT DIRECT ADMISSIONS (E.G., EMERGENCY SHELTER)? HOW COULD YOU PHASE IN THIS CHANGE OVER TIME? WHICH PROGRAMS ARE ONLY ACCESSIBLE THROUGH REFERRAL?

SET PROCESS FOR REFERRALS THAT ALLOWS AGENCIES TO PROVIDE FEEDBACK IF SOMEONE ISN’T A GOOD MATCH (E.G., DAYTON MODEL)

REFERRAL VS. ADMISSION

EVALUATION

ARE MORE PEOPLE BEING PREVENTED OR DIVERTED FROM ENTERING HOMELESSNESS?

ARE PEOPLE MOVING THROUGH THE HOMELESS ASSISTANCE MORE QUICKLY?

ARE MORE PEOPLE EXITING THE SYSTEM FOR PERMANENT HOUSING?

ARE LENGTHS OF STAY IN HOMELESSNESS DECREASING? ARE LENGTHS OF STAY IN SHELTER DECREASING?

ARE THERE FEWER REPEAT ENTRIES INTO HOMELESSNESS?

EVALUATION MEASURES

CONSUMER SURVEYS

REFERRAL: PRIMARY PLACEMENT VS. SECONDARY PLACEMENT

OTHER EVALUATION METHODS

COORDINATED ENTRY CHECKLIST (ALLIANCE)

TRIAGE TOOL (COLUMBUS, OH)

DATA SHARING AGREEMENT (WHATCOM COUNTY, WA)

CLIENT RELEASE FORM (WHATCOM COUNTY, WA)

COORDINATED ENTRY POWERPOINT (DAYTON/MONTGOMERY COUNTY, OH)

RAPID RE-HOUSING TRIAGE TOOL (ALLIANCE)

TOOLS ON TABLES