Developing a Performance Measurement Systemin Utah

Effective Strategies for Homeless Services

COSCDA September 17th, 2013Jayme Day, Utah HMIS

Planning Organization in Utah

• Three Continua of Care• Salt Lake CoC• Mountainland CoC• Balance of State CoC

• State Homeless Coordinating Committee• Twelve Local Homeless Coordinating Committees

• State and Local Funders• ESG, VA, PATH, HOPWA, State Trust Fund, CSBG

• Statewide Utah HMIS• 45 Organizations, 129 programs• 85% bed coverage statewide• Over 13,000 unique individuals tracked annually

Reporting Environment

• Multiple funding partners • Multiple reporting requirements• Multiple sources of funding per program• Multiple sources of information • Few HMIS/CoC Staff• Question – how to see overall performance? • Solution – develop a single report per program

Comprehensive ApproachPurpose - work across funders and communities to establish a comprehensive approach to performance measurement and grant reporting to simplify and target funding and strategic planning

• For Providers• Focus on specific performance targets• Fewer reporting requirements to manage

• For Funders• Work with reports that are more robust• Encourages coordination of funding

• For Communities• Provides an overview of community outcomes on a regular basis to support

planning efforts• For HMIS/CoC Staff• Easier to support with smaller staff and • Encourages more engagement of community partners and auditing of data

Performance Measures• Many measures have been established through the HEARTH

Act• Reduced length of homelessness• Reduced number experiencing homelessness• Reduced number newly experiencing homelessness • Reduced rate of re-entry to homelessness• Increased earned income and benefits• Increased number regaining and maintaining permanent

housing• Reasonable cost per person or cost per positive outcome

Levels/Types of Reporting

Levels of Reporting• CoC/Community-level Performance• Program Performance• Case Manager Performance

Types of Information• Demographic Trends• Performance Measures• Data Quality• Process Measures

Fundamentals

• Universe of Programs• HMIS Coverage & Data Quality• Point-In-Time Count & Housing Inventory

Chart• Grant Inventory Worksheet• CoC APR, CAPER, AHAR Reports• Reporting Requirements for Other Funders• Non-HMIS providers

Quarterly Reporting

• Identified Quarterly Timeframes• Data Collection Dates: January, April, July,

October• Data Reporting Dates: following month

• Identified Existing Reports in HMIS • Work with reports that providers can access

and audit• Compliment other reporting requirements

Reporting Process by Program Type

• Housing Programs (TH, SH, PSH, Prevention, RRH)• Quarterly Data Entry • Timely Assessments (does NOT require quarterly assessment)• Eye on persons Exiting

• Emergency Shelter Programs (ES)• Quarterly Point-In-Time Count - QPIT

• Outreach and Service Programs (Outreach, SSO)• Quarterly Data Reconciliation for Contacts and Services

• All Providers• Data Quality!!• Accurate Housing Inventory• Program Funding/Sources

Tying it all Together

• Used the Housing Inventory Chart data collection process to collect additional information to tie to performance reports such as total program funding• Applied the HMIS program id or create

community program id to other inventories to pull together information • Housing Inventory Chart• Grant Inventory Worksheet• HMIS Program Reports

Program Performance

• Housing and Shelter Summary Reports for Each Continua• Detail Reports with Outputs and Outcomes for

Each Program• Program Performance• Approach 1: Number of Indicators in Lowest

Performance Tier • Approach 2: Number of Indicators below CoC

Targets• Apply to all programs and CoC funded programs

Working with the Community• Important that all providers were aware of

process and how their data would be reported• Committee review - Includes funders, continua

leadership, providers, and local researchers through• Measures to Include• Setting Benchmarks

• Draft reports created for public review and comment

Performance Improvement: CoC and HMIS Collaboration

CoC/HMIS: Develop

Benchmarks and Goals for

Performance Outcomes

HMIS: Determine

which Programs fall Above or

Below Benchmarks

CoC: Why are Programs not

Meeting Goals?

CoC: Determine

Steps to Improve

Performance

2013 – year in development

• Important to go through the motions for first year• Use first quarter in 2013 to develop initial

benchmarks • Reports will be available for monthly CoC

meetings and agencies will be strongly encouraged to attend meetings in order to be a part of the process• Reports, deadlines, and report guides will be

available on the Utah HMIS website

Thanks!

Contact Information:Jayme DayUtah HMIS

801.468.0117jday@utah.gov

Utah HMIS (http://hmis.utah.gov/)