Transcript Document

MDHI Community
Meeting on HMIS
Priority Communities
Initiative
May 13th and 14th, 2015
Introductions
 Name
 Organization
 Current use of HMIS
– Enter data into the HMIS
– Review data or reports from HMIS
– Manage staff that use HMIS
Abt Associates | pg 2
Presentation Outline
 Part 1: Where Are We Now
– Background and context
– MDHI HMIS Utilization Review Results
 Part 2: Next Steps
 Wrap Up
Abt Associates | pg 3
Background and
Context
What is HMIS?
5
 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
Abt Associates | pg 5
Potential Benefits of HMIS
People Experiencing Homelessness
Decrease in duplicative intakes
and assessments
Streamlined referrals
Coordinated case management
Case Managers and Program Managers
Measure client
outcomes
Coordinate services
across the CoC
Prepare financial and
programmatic reports
Measure performance
of projects
Advocates and Community Leaders
Identify trends in
homelessness
Numerate the scale of
homelessness
Inform systems design
and policy decisions
Measure performance
of community system
Abt Associates | pg 6
Potential Components of an HMIS
People who are
homeless provide
data
Advocates and
community
stakeholders
receive reports
CoC utilizes data
for project ranking
process
Agency staff enter
data; data shared
with other
projects
CoC Board and
committees
review and
analyze reports
CoC utilizes data
for PIT and HIC
reports
Data updated in
HMIS, as needed
Agency
administrators
work with staff to
improve data
More effective
resources for
homeless persons
Data reviewed for
timeliness,
accuracy and
completeness
HMIS Lead runs
regular DQ and
PM reports
Abt Associates | pg 7
Why HMIS Matters
8
 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
Abt Associates | pg 8
MDHI Staff
Added
DQ
Monitoring
HMIS
Lead
HMIS
Software
2010-2012
MDHI
staffed
2013
ESG & VA
Website
AHAR
System APRs
St. of Work
CAPERs
HMIS
Policies
Timeliness
Reports
AHAR
APRs
2014-2015
HMIS Successes Build
PIT/TH
Sheltered
Shelter Pilots
Abt Associates | pg 9
MDHI
HMIS
Staff
2014-2015
MDHI
E.D.
2013
2010-2012
HMIS Resources Have Not
Abt Associates | pg 10
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
Abt Associates | pg 12
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
Abt Associates | pg 13
Functionality #1: Management
1. Provide effective customer service/resolve problems
2. Monitor agencies participating in HMIS and share
information with the CoC
Abt Associates | pg 14
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
Abt Associates | pg 15
Related Community Example
Abt Associates | pg 16
Houston HMIS Brochure
Abt Associates | pg 17
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)
Abt Associates | pg 18
Feedback and Recommendations
 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
Abt Associates | pg 19
MDHI Report Example
PSH Demographic Report
ESG CAPER
Abt Associates | pg 20
MDHI Report Example
Abt Associates | pg 21
MDHI Report Example
Abt Associates | pg 22
Houston Dashboard Reports
Abt Associates | pg 23
Houston Dashboard Reports
Abt Associates | pg 24
Functionality #3: Expanded HMIS
1.
2.
Assist in project rating/ranking
process, as evidenced by 1)
performance reports; 2) HMIS
participation/quality reports
3.
Measure a defined set of system
wide outcomes
4.
Play key role in coordinated
assessment
Map and/or model system to
gauge trends/gaps and needs
5.
Bring ESG subrecipients into
HMIS
6.
Vision and expand system
capabilities by working with
vendor and/or new data sources
Abt Associates | pg 25
Feedback and Recommendations
 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
Abt Associates | pg 26
Related Community Example
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
Abt Associates | pg 27
Columbus Annual Report
Abt Associates | pg 28
Columbus Annual Report
Abt Associates | pg 29
Related Community Example
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
Abt Associates | pg 30
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.
Abt Associates | pg 32
Small Group Roles
 Facilitator
 Scribe
 Timekeeper
 Reporter
Abt Associates | pg 33
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
Abt Associates | pg 35
Wrap Up