mdhi community meeting on hmis priority communities initiative may 13 th and 14 th, 2015

MDHI Community Meeting on HMIS

Priority Communities Initiative

May 13th and 14th, 2015

Abt Associates | pg 2

Introductions

Name

Organization

Current use of HMIS

– Enter data into the HMIS

– Review data or reports from HMIS

– Manage staff that use HMIS


Presentation Outline

Part 1: Where Are We Now

– Background and context

– MDHI HMIS Utilization Review Results

Part 2: Next Steps

Wrap Up

Background and Context


What is HMIS?

Homeless Management Information System (HMIS) is a locally administered, electronic data collection system

HMIS is used to collect client-level information about persons who access the homeless service system

Often web-based software; there are several distinct HMIS software solution providers in the country

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Potential Benefits of HMIS

Advocates and Community Leaders

Identify trends in homelessness

Numerate the scale of homelessness

Inform systems design and policy decisions

Measure performance of community system

Case Managers and Program ManagersMeasure client

outcomesCoordinate services

across the CoCPrepare financial and programmatic reports

Measure performance of projects

People Experiencing HomelessnessDecrease in duplicative intakes

and assessments Streamlined referrals Coordinated case management


Potential Components of an HMISPeople

who are homeless provide

data

Agency staff enter data; data

shared with other

projects

Data updated in HMIS,

as needed Data

reviewed for

timeliness, accuracy

and completen

ess

HMIS Lead runs

regular DQ and

PM reports

Agency administrators work with staff

to improve

data

CoC Board and

committees review

and analyze reports

Advocates and

community

stakeholders

receive reports

CoC utilizes data for project ranking process

CoC utilizes data for PIT and

HIC reports

More effective resources

for homeless

persons


Why HMIS Matters

A strong HMIS implementation is essential to understanding homelessness in your community

Key funder reports are reliant on quality HMIS data (System-Level Performance Measures, Annual Homeless Assessment Report and Annual Performance Report)

Every CoC is required to implement an HMIS and is scored on this obligation as part of the annual CoC Competition

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HMIS Successes Build

2014

-2015

HMIS Software

2013

St. of WorkHMIS Policies

AHARAPRs

2010

-2012

ESG & VAWebsiteAHARSystem APRsCAPERsTimeliness ReportsPIT/TH ShelteredShelter Pilots


HMIS Resources Have Not

2010-

2012

2013

2014-

2015

MDHI Utilization Review Results


Purpose of Utilization Review

1. Inform CoC board and community about what functions and roles are needed and/or expected of an HMIS system (Lead agency and software)

2. Assess the status and obstacles of the HMIS implementation

3. Develop leadership to help inform and guide the next phase of HMIS in MDHI

4. Use results to either 1) develop an RFP for the HMIS Lead position, or 2) inform the next MOU/SOW between CoC and HMIS Lead Agency


Three Functionality Areas

1. Effective management of the HMIS by CCH as the HMIS Lead and MDHI as the CoC

2. Meet baseline reporting expectations that create the basis for system-level planning, resource development and distribution, and performance measurement

3. Expand the uses of the system, particularly in areas that will strengthen the capacity of the CoC to understand the effectiveness of its projects and the system as a whole


Functionality #1: Management

1. Provide effective customer service/resolve problems

2. Monitor agencies participating in HMIS and share information with the CoC


Feedback and Recommendations

Updates coming to Database Administrator Structure

Ineffective communication about HMIS

– Training

– Website/branding materials

– Agency Administrators/communication list

Effective monitoring of TH and PSH projects; however regular schedule is needed, as well as more involvement from MDHI in the follow-up/messaging


Related Community Example


Houston HMIS Brochure


Functionality #2: Baseline Reporting

1. Produce accurate scope and inventory of the homeless system

2. Describe the number and characteristics of homeless individuals and families (e.g. race, age, veteran status, household type, prior living situation)



De-duplication effort must be completed to move forward in this area. Community decisions needed around

– Data sharing

– Whether or not to use old data from Tapestry

Currently not able to generate an accurate inventory of the CoC’s homeless system

– HMIS not utilized for Housing Inventory Count

– Data on HIC does not match the Grant Inventory Worksheet

– CCH and MDHI have already begun to work towards improving this

CCH can generate system-level demographic reports, but poor ES coverage limits the scope of the reports to just TH and PSH

– Reports are also not widely shared yet, so capacity has not been demonstrated to the CoC


MDHI Report Example

PSH Demographic Report ESG CAPER


MDHI Report Example


Houston Dashboard Reports


Functionality #3: Expanded HMIS

1. Assist in project rating/ranking process, as evidenced by 1) performance reports; 2) HMIS participation/quality reports

2. Map and/or model system to gauge trends/gaps and needs

3. Measure a defined set of system wide outcomes

4. Play key role in coordinated assessment

5. Bring ESG subrecipients into HMIS

6. Vision and expand system capabilities by working with vendor and/or new data sources



Significant pressures to do these, but the MDHI HMIS has been most focused on the first two functionality areas

– Additional resources ($) are needed to build the capacity of the HMIS to move forward in many of these areas in the third functionality

– CoC needs to make decisions on coordinated assessment, data sharing, and de-duplication efforts

Reports from HMIS not yet a part of NOFA process; CoC utilize project-level performance and data quality reports



Columbus, OH Performance Reports

High

– Achieve at least 75% of the measured outcomes and at least one of the successful housing outcomes (either number or percentage outcome)

Medium

– Achieve at least 50% but less than 75% of the measured outcomes

Low

– Achieve less than 50% of the measured outcomes

Low performers are invited to participate in a Quality Improvement Intervention


Columbus Annual Report



Michigan Data Warehouse

Received HUD funding to create Statewide Homeless Assistance Data Online Warehouse (SHADoW)

Combines data from statewide HMIS and Michigan Human Services Data Warehouse

Combines de-identified client data to examine homeless use of state mainstream systems. Data is used to help determine:

1. Cost of homelessness

2. Impact of state program changes

3. Patterns of state service usage relating to homelessness

4. Extent homeless are benefiting from state services

Group Activity


Three Groups – Pick One

1. Improve communication between and among HMIS key players.

2. Increase emergency shelter participation in HMIS.

3. Identify a set of useful reports.


Small Group Roles

Facilitator

Scribe

Timekeeper

Reporter

Report Out

Next Steps


Next Steps for PCI Work

PCI HMIS TA will continue in MDHI for several months

Focus is on implementing the recommendations from the HMIS Assessment Report, and preparing the community for

– System-level Performance Measurement

– Coordinated Assessment

– New HMIS Data and Technical Standards, CoC and ESG Rules

Wrap Up

mdhi community meeting on hmis priority communities initiative may 13 th and 14 th, 2015

Documents

hmisreview data

service delivery

managed data collection

standardization of data

ta providers

community planning

clientlevel information

community level