Using HMIS for Performance,

Evaluation, and Monitoring

NJ HEARTH / HMIS Forum

Using HMIS for Performance, Evaluation,

and Monitoring

Virginia Edwards

Monmouth County CoC

Virginia.Edwards@co.monmouth.nj.us

732.431.7490

What is it? Why use it?

Homeless

Management

Information

System

HUD requires it &

continues to

emphasize that

Continuums of Care

(CoC) must take

ownership of their HMIS

How do CoCs take ownership?

CoCs must:

Track CoC’s Project Renewals

Ensure that the HMIS Data Being Entered is

Accurate

Ensure that the HMIS Data is Entered in a

Timely Manner

Time to Play a Game….

Don’t Worry it’s Easy.

It’s Called

a FRAME GAME

Frame Game – What does this say?

IN Garbage OUT

Answer

Garbage IN, Garbage OUT

First, you start with Good Data

How you get good data, starts with

Collaboration

&

Coordination

Between you and your agencies

That leads to

The flexibility you need to

meet the unique needs of your CoC

HUD is rapidly moving toward a

homeless continuum of care that is data

driven and performance-based

CoCs must ensure that they have

quality data in their HMIS

Good DQ can help CoCs

with:

Measuring their Performance as well as

the Performance of Each Project and

Each Agency

Evaluating the Effectiveness of the CoC

Monitoring

Demonstrating the Need in your CoC

Data Quality

DATA QUALITY (DQ)

Data Quality refers to the reliability and validity of client-level data collected in the HMIS. It is measured by the extent to which the client-level data in the system reflects actual information in the real world.

With good data quality, the CoC can “tell the story” of the population experiencing homelessness.

Importance of Quality Data to a CoC

Allows for comparison of the information in HMIS to the

information reported in project Annual Performance Report

Allows for participation in the Annual Homelessness

Assessment Report (which HUD gives extra points for in the

CoC application competition)

Shows emerging demographic and other changes

Use data to accurately estimate the number of permanent

housing units needed in your CoC

Develop procedures to prevent recidivism

Assessing whether a project/program is meeting the

objectives and goals in the Logic Model

Using HMIS for PerformanceHUD is looking toward performance

measurement that focuses on a

Continuum’s performance as a system:

HMIS data is needed by HUD to understand the extent and

nature of homelessness

Provide Congress with information on housing services

provided by CoCs as well as identifying program gaps

Report to Congress and OMB about CoC performance and

how well HUD is doing regarding ending homelessness

CoCs can use HMIS for performance to:

Meet the performance measures that HUD will

require under the new HEARTH Program

Allow the CoC to establish goals for its projects

Help set their priorities for monitoring

Rank, Prioritize and Select CoC homeless projects

(both HUD-funded and non-HUD funded)

Rank program performance for NOFA

Determine risk factors

Develop and update its Data Quality and

Monitoring Plans

Why measure performance

across the CoC:

Ensure common understanding of a system intent

and goals, along with the programs that make up

the CoC

Understand how individual programs result in

positive change for homeless persons served

Understand how individual programs impact

overall CoC performance

Understand how well CoC prevents & ends

homelessness

Identify areas for improvement

Using HMIS for Evaluation CoCs can use HMIS to evaluate:

Effectiveness of HUD-funded and non-HUD

funded homeless projects and programs

Progress on ending homelessness

Progress in meeting goals & objectives in your

10-Year Plan

Capacity of your agencies, projects, and

programs

Existence of gaps in your CoC

Future direction of your CoC

Effectiveness of your Project Homeless Connect

(PHC)

Using HMIS for Monitoring

CoCs can use HMIS for monitoring by:

Setting priorities for monitoring projects

Determining how often projects should be monitored

Making sure HUD & the CoC’s program standards are

being met

Using HMIS as a tool to assess data quality

Determining need for training of staff entering data

Determining whether the incentives and enforcement

measures are working

Developing a Monitoring Plan

Using HMIS for Monitoring

Start with establishing a baseline

Data quality and data quality reports

How fast data quality errors are

corrected

Assess training needs

ResourcesThere are data quality resources

AHAR Data Quality: Tips and Strategies

http://hmis.info/Resources/289/AHAR-Data-Quality-Training.aspx

AHAR memo on improving missing data rates

http://hmis.info/Resources/852/AHAR-Update-July-2007.aspx

HMIS Self-Assessment Evaluation

http://hmis.info/Resources/759/HMIS-Self-Assessment-Process-Guide.aspx

Garbage In, Garbage Out: Strategies to Ensure Data Quality

http://hmis.info/Resources/768/Garbage-In,-Garbage-Out-Strategies-to-

Ensure-Data-Quality.aspx

Technical Guidelines for Unduplicating and De-Identifying HMIS Client

Records

http://hmis.info/Resources/305/Technical-Guidelines-for-Unduplicating-and-

De-Identifying-HMIS-Client-Records.aspx

Resources continued

AHAR Data Quality: Tips and Strategies:

http://hmis.info/Resources/344/Enhancing-HMIS-Data-Quality.aspx

And last but not least:

www.hmis.info

Best wishes for a successful use of HMIS for

performance, evaluation, and monitoring

Thhaaat’s All Folks