Using Technology to Create an Effective By Name List: A How To and Action Planning Workshop Jessica Marcus Karina Mueller Tauri Royce

How did we get to this point? Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce BNL Background How did we get to this point?

History 2010-2014 2015 2016 ICE AGE BY-NAME LISTS TAKE DOWN TARGETS Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce History BY-NAME LISTS TAKE DOWN TARGETS STATIC REGISTRIES POINT IN TIME COUNTS ICE AGE 2010-2014 2015 2016

Getting Started! Creating the list What the list will include Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Getting Started! Creating the list What the list will include Common Assessment Tool Alternate Process Policies and Procedures Release of Information (ROI) Data Platform

Getting Started! Populating the list! Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Getting Started! Populating the list! Outreach/assessment ‘blitz’ or Registry Week Existing data from various databases into one list Don’t forget to de-duplicate! Clean up any data errors & issues Every portal into CES enters onto list Outreach & HOT teams 2-1-1 Emergency departments VA Soup kitchens Drop-In shelters Medical clinics

Preparing to use the list Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Getting Started! Preparing to use the list Local prioritization protocols How will we prioritize? VI-SPDAT score Chronic Status Veteran Status Length of time homeless Tie-breakers Formal diversion for those not prioritized Considerations for approving referrals Standard length of time for approving What if client can’t be located?

Best Practice: Maintaining an Accurate List Case Conferencing Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Best Practice: Maintaining an Accurate List Case Conferencing Weekly or bi-weekly Practices, roles, and responsibilities Problem Solving Protocols for recommending for housing Troubleshooting Metrics

Best Practice: Maintaining an Accurate List Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Best Practice: Maintaining an Accurate List Outreach Coverage & Coordination GOAL: cover entire geographic area without duplicating effort Wall mapping Outreach engagement schedule Process map Roles & Responsibilities

Best Practice: Maintaining an Accurate List Managing the List Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Best Practice: Maintaining an Accurate List Managing the List Keeping it up to date Policies & Procedures “Ownership” Re-categorizing clients

Best Practice: Maintaining an Accurate List Data Management Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Best Practice: Maintaining an Accurate List Data Management Segmenting by population Access & Permissions GPD updates and data sharing with the VA Dates – assessment & status changes Housing eligibility Time to status changes Dashboards The database manager

Estimating Inflow and Establishing Functional Zero Targets Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Best Practice: Estimating Inflow and Establishing Functional Zero Targets Breadth/Coverage Depth/Detail Refresh Rate

Community Challenges Balancing multiple data sources Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Community Challenges Balancing multiple data sources Including all populations (especially unsheltered, GPD/TH) Tracking when someone “ages into” chronic status Incorporating an Inactive Policy

Southern Nevada’s Story Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Southern Nevada’s Story

Veteran By-Name List CHALLENGES SUCCESSES Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Veteran By-Name List CHALLENGES False Data - self reported Veterans in HMIS resulting in bad numbers and inappropriate referrals for coordinated entry VA Initially housing the Veteran BNL – time consuming for both the VA, Providers, and HMIS Admin. SUCCESSES VA Participation - verified veteran status, eligibility, and coordinated entry participation for accurate counts and referrals Veteran BNL in HMIS – using customizations to pull VA specific data, reporting benchmark criteria

HMIS Customizations for VA Data Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce HMIS Customizations for VA Data VETERAN STATUS = “YES” PROMPTS ADDITIONAL QUESTIONS Veteran Status is VA Verified – Yes/No Verified Eligibility – VA Verified ELIGIBLE for VA Housing VA Verified ELIGIBLE for LIMITED VA Housing VA Verified NOT eligible for VA Housing Served active duty, verified OTH – exhausted GPD/SSVF Served active duty less than 2 yrs. post 1980 – exhausted GPD/SSVF Served 6 consecutive years in National Guard/Military Reserve Dishonorable Enrolled in VA

Sample Veteran BNL PART 1: Sheltered in ES or Unsheltered Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Sample Veteran BNL PART 1: Sheltered in ES or Unsheltered PART 2: Housed with Transitional Housing - Active with TH on Current Date PART 3: Inactive - No Activity for 90 Days PART 4: Permanently Housed - Housed in RRH, Active in PSH, Exits to Permanent Destination **Average time between entering coordinated entry to PH

Ask and you shall receive. Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Questions? Ask and you shall receive.

Assessing your system & Action Planning Using Technology to Create an Effective By Name List Jessica Marcus Karina Mueller Tauri Royce Assessing your system & Action Planning