Pinellas HMIS Quarterly Meeting. February 23, 2018

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1 Pinellas HMIS Quarterly Meeting February 23, 2018

2 Agenda: Welcome/Introductions Data & System Performance CoC Benchmarks System Performance Measures Housing Inventory Count Timeliness & Completeness Reports Clarifying HUD Verifications Release of Information/Sharing Data with Member Agencies Maneuvering through the Pinellas HMIS Help Desk Submitting a Help Desk Ticket New Forms Updates Pinellas HMIS Mediware/ServicePoint Question and Answer

3 Homeless Leadership Board Mission Statement The mission of the Homeless Leadership Board is to coordinate all community partners, systems and resources available with the goal of helping individuals and families to prevent, divert, and end homelessness in Pinellas County. Vision Statement To ensure that homelessness is rare, brief and nonrecurring.

4 Data & System Performance

5 HLB Benchmarks In order to support the HLB s vision to ensure that homelessness is rare, brief and nonrecurring, the following benchmarks were approved by the HLB Membership on February 2, In doing so the HLB would like to acknowledge that an end to homelessness does not mean that no one will ever experience a housing crisis again. Changing economic realities, the unpredictability of life and unsafe or unwelcoming family environments may create situations where individuals, families, or youth could experience or be at-risk of homelessness. An end to homelessness means that Pinellas county will have a systematic response in place that ensures homelessness is prevented whenever possible or is otherwise rare, brief, and nonrecurring experience.

6 Rare 5% annual reduction in the number of individuals and families who identify themselves as homeless, as defined by HUD Measure A.1 At any point in time, the number of individuals and families experiencing homelessness in Pinellas County will be no greater than the CoC s average monthly, positive, housing placement rate for individuals and families. Outcome Calculation: The monthly inflow into the homeless system compared to the monthly outflow into housing placements. Measure A.2 5% of individuals and 80% of families referred to prevention/diversion with a housing crisis will have their homelessness diverted or prevented. Outcome Calculation: Number of diversion and prevention assistance episodes that result in individuals/families remaining stably housed within 12 months divided by the total number of episodes presented with a housing crisis to a diversion/prevention program

7 Brief 20% annual increase in the number of individuals and families that exit to permanent housing in 90-days or less Measure B.1 *PH includes RRH 50% of individuals and families in ES will be placed in PH within 30 days of program entry 75% of individuals and families ES will be placed in PH within 60 days of program entry Outcome Calculation: Number of clients placed in PH/PSH within 180 days of program entry divided by total number of clients entering ES each year. Measure B.2 75% of person in Safe Havens will be placed in PH/PSH within 6 months of entry. Outcome Calculation: Number of clients placed in PH/PSH within 180 days of program entry divided by total number of clients entering SH each year.

8 Nonrecurring Annually, the total, unduplicated sheltered homeless individuals and families that DO NOT re-enter CoC homelessness after exiting system to permanent housing will be: 95% for less than 6 months from time of housing placement 85% for less than 12 months from time of housing placement 80% for less than 24 months from time of housing placement Outcome Calculation: An unduplicated number of clients who had an exit from Emergency Shelter to Permanent Housing within 30/60/90 days of project Entry divided by the unduplicated client count from all Exit Destinations including open Entries.

9 System Performance Measures COC HUD-Funded Projects Homeless & Housing Services Non-HUD Funded Special Populations & Services

10 System Performance Measures Length of Time Persons Remain Homeless Successful Placement from Street Outreach and Successful Placement in or Retention of Permanent Housing Person who Exit Homelessness to Permanent Housing Return to Homelessness Number of First Time Homeless Number of Homeless Persons Employment and Income Growth for Homeless Persons

11 Housing Inventory Count

12 Housing Inventory Count Submissions deadline to HUD TBA, usually end of April/beginning of May HMIS staff will review bed counts and contact Agency Administrators to confirm information pulled from HMIS Please respond quickly to all communications regarding the HIC to ensure that accurate information is sent to HUD Rapid Re-housing counts are based on those clients who are enrolled and in Permanent Housing on the night of the PIT count. Ensure that all Rapid Re-housing clients who have moved into Permanent Housing have a Housing Move-in Date added! Entry Date Housing Move-in Date PIT Date < Exit Date/No Exit Date

13 Timeliness and Completeness Reports

14 Timeliness Reports and Data Completeness Essential reports that measure the health of the data in our system The completeness of data measured in these reports is the foundation for many other reports The timeliness of data ensures that relevant data is already in the system when the report is pulled Proactive efforts on data completeness throughout the year will minimize cleanup for federal reports HMIS staff are here to help you with your data!

15 What Timeliness Tells Us How promptly data is being added to HMIS to reflect clients entering projects or receiving services Timely (real time) data: Helps prevent the duplication of services Ensures the Client Record is an accurate reflection of the client s activity within HMIS Allows a report to pull the most updated client data and does not miss recent activity Helps with the coordination of services

16 How the Report Works Every Entry or Service has two dates attached to it Start Date This is completed by the User and should reflect the date and time the client entered the project or the date the Service was provided Date Added (system) This date is based off the internal system clock and automatically timestamps all activity in the system Timeliness is the difference between the Entry or Service Start Date and the Date Added measured in days Timeliness does measure from the time of day Assessment questions have no impact on Timeliness Timeliness can not be corrected, it can only be improved

17 Tips for Avoiding Bad Timeliness Scores Avoid deleting and re-creating Services or Entries This will negatively impact your Timeliness Contact the HMIS Help Desk instead, almost all issues can be fixed without deleting the Service or Entry Assessment question corrections do not impact Timeliness If you provided a Service or Entered a client at the end of the day, create the Service and Entry that day to lock in your Timeliness score Assessment questions can be completed the next day, just make sure you do not forget! Just remember to backdate for Services The Entry will backdate automatically to the Entry date

18 Overall Completeness by Agency, Project, or User NOT Data Quality If not data quality, what is this report good for? A fully completed assessment is the bedrock for all of the reports pulled from HMIS Trends in null values Are certain questions being missed, skipped, or continually refused by clients Changes in completeness over time What Data Completeness Tells Us

19 How the Report Works Services Report Assessment data is pulled from the last answer on the Client Profile on the date the Service is provided Entry/Exit Report Data is pulled from the Entry assessment which pre-populates answers from the Client Profile and is then updated by the End User Measures questions from the HUD Data Standards It compares the number of non-null values to null values Null Values are: Data Not Collected -select- Client Doesn t Know (HUD) or Client Refused (HUD) are considered non-null responses

20 What possible errors are in this example? Entry Exit Information HUD Universal Data Elements Additional Data Elements HUD Verification Client ID Entry Date Exit Date Na me SSN DOB Race Eth Gen Vet YN Disab Res Prior LOS Prior Dest Exit HoH Loc DV SVS YN Inc YN NC YN Ins Disab Ok=8 Inc Ok=15 Inc Amt NC Ok=6 Ins Ok= /7/2008 Ok Ok Ok Ok Ok Ok Ok Null Null Null - Null - Null Ok Ok Ok Null Null 14 Ok 5 Null /21/ /2/2013 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null Null - Null Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 14 Ok 1 Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /3/2012 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /7/2012 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 13 Ok Ok Null /7/2012 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 13 Ok Ok Null

21 Correcting the Data Entry Exit Information HUD Universal Data Elements Additional Data Elements HUD Verification Client ID Entry Date Exit Date Na me SSN DOB Race Eth Gen Vet YN Disab Res Prior LOS Prior Dest Exit HoH Loc DV SVS YN Inc YN NC YN Ins Disab Ok=8 Inc Ok=15 Inc Amt NC Ok=6 Ins Ok= /7/2008 Ok Ok Ok Ok Ok Ok Ok Null Null Null - Null - Null Ok Ok Ok Null Null 14 Ok 5 Null /21/ /2/2013 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null Null - Null Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 14 Ok 1 Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /3/ /1/2013 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /3/2012 Ok Ok Ok Ok Ok Ok - Ok Null - - Ok - - Null Null Null /7/2012 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 13 Ok Ok Null /7/2012 Ok Ok Ok Ok Ok Ok Ok Ok Ok Ok - Null - Null Ok Ok Ok Null Null 13 Ok Ok Null Null values Partial answers on Income and Non-Cash Benefits Should the first client still have an open Entry? Client looks to be a part of the Household with 59167, 59168, and Should their Entry still be open? Client has two open Entries on the same day, one of these can be removed

22 Making the Corrections Entry/Exit Report data corrections must be made in the Entry/Exit Corrections made in the Summary tab or Client Profile will not populate to the Entry after it has been created Services Report data corrections must be made on the Client Profile and in backdate mode dated to the date of the Service in the report Backdate mode defaults to 12:00:00 AM When you set backdate mode for data corrections, change the timestamp to late in the day so that the corrections will be the last answer and you know they will overwrite the null response.

23 Clarifying HUD Verifications

24 What s wrong with this example?

25 What NOT to do: Use the ADD button By clicking ADD you: Create more work for yourself. Example: for income, instead of 15 HUD required fields there are 28 options. You add data to what is already entered in potentially giving conflicting data or duplicating (overinflating benefits). Don t type over or change the income already entered. It will change the data someone else entered. Either overwriting their data, with what you entered, or deleting it all together.

26 HUD LINK Access the record through the HUD Verification link. How to Update HUD Verifications: Pencil End Date Repeat Click the pencil. Add only an End Date (1 day before). Continue adding an End Date until the disability determination is marked as Incomplete. Click Click the Yes or No to update, with the new information.

27 Release of Information/ Sharing Data with Member Agencies

28 Release of Information & Client Informed Consent Sharing Data with Member Agencies In order to share data with Member Agencies, a consent statement from clients is required in order to allow their data to be shared throughout ServicePoint Pinellas HMIS Release of Information Allows the participant to opt out of certain data elements being visible to another, or multiple, homeless service providers Pinellas HMIS Client Informed Consent Authorizes a service provider to release their personal information to another, or multiple, homeless service providers

29 Maneuvering Through the Pinellas HMIS Help Desk

30 Updates

31 Question and Answer

32 The End Thank you for participating!