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Developing a Performance Measurement Systemin Utah
Effective Strategies for Homeless Services
COSCDA September 17th, 2013Jayme Day, Utah HMIS
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Thanks!
Contact Information:Jayme DayUtah HMIS
Utah HMIS (http://hmis.utah.gov/)