Coordinated Assessment in Rural Communities Presented by HUD September 12, 2012

2 Presenters  Matthew Aronson, Office of Special Needs Assistance Programs, HUD  William Snow, Office of Special Needs Assistance Programs, HUD

3 Why Coordinated Assessment?  A powerful tool for improving system-wide entry, assessment, and referral processes.  Designed to improve the following: Service Provision  Referral appropriateness Assessment time  Assessment consistency Placement time  Multi-provider coordination Service access Data Management  Individual tracking System monitoring  Resource allocation - planning Reporting

4 Why Coordinated Assessment? The HEARTH Act regulations  CoC’s must “establish and operate”  ESG grantees must participate  Minimum Requirements:  All geography  Easily accessible  Advertised  Comprehensive and Standard

5 Coordinated Assessment Defined Current State of Assessment  A different access and assessment process for each program  An ad hoc referral process for programs to recommend prevention, housing, and/or other related services.

6 Coordinated Assessment Defined Question Most People Ask Now: “Should we accept this household into our program?”

7 Coordinated Assessment Defined Coordinated Assessment  A standardized access and assessment process for all clients  A coordinated referral process for clients to receive prevention, housing, and/or other related services.

8 Coordinated Assessment Defined Questions CoC Systems Should Be Asking: “What housing and service assistance strategy among all available services is best for each household?”

9 Assign Assessment Access Flowchart Mainstream Services Standardized Access and Assessment Coordinated Referral

10 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

11 Flowchart Coordinated systems can serve all demographics

12 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

13 Flowchart Access Mainstream Services Standardized Access and Assessment Mainstream Services Assessment Coordinated Referral Assign

14 Flowchart Various models, standardized process  Single Point of Access  Multisite Centralized  No Wrong Door  Assessment Hotlines Intake Access Standardized Access and Assessment

15 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

16 Flowchart Assessment Mainstream Services Standardized Access and Assessment Mainstream Services Access Coordinated Referral Assign

17 Flowchart Meet client, provider, and funder needs  Document client’s homeless history and housing barriers  Match client to appropriate service  Capture data to meet program needs Assessment Standardized Access and Assessment

18 Flowchart Meet client, provider, and funder needs  Capture data to meet funder requirements  Obtain consent for sharing with providers  Create the beginning of a client’s housing plan Assessment Standardized Access and Assessment

19 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

20 Flowchart Mainstream Services Standardized Access and Assessment Access Mainstream Services Assessment Coordinated Referral Assign

21 Flowchart Qualities of a good referral system  Accurate: Matches client needs  Informed: Matches facility availability  Effective: Provider accepts and enrolls Coordinated Referral Assign

22 Flowchart Qualities of a good referral system  Standard: One process, all clients and services  Comprehensive: all funder and provider fields  Electronic: Uses HMIS, two-way communication Coordinated Referral Assign

23 Flowchart Qualities of a good referral system  Mandatory: Every provider, all the time Coordinated Referral Assign

24 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

25 Flowchart Coordinated assessment leverages mainstream services  Client level Information sharing  System-wide information sharing  Resource sharing and co-location  Comprehensive community planning Mainstream Services

26 Tips for Large Low Density Areas  Standardize tools regardless of geography  Not all system services need to be easily accessible to all clients  Hybrid approach for two or more distant population centers  telephone services can be a strong ally  Precise demographic analysis for assessment and referral efficiencies

27 For More Information…  HUDHRE Centralized Intake/HPRP Report:  ralizedIntake.pdf ralizedIntake.pdf  HUDHRE HEARTH Page:   HUDHRE Virtual Help Desk: 

28 Preparing for Coordinated Assessment Before you choose a model, plan ahead  Current access process  Geography and population  Homelessness programs and agencies  Community resources  Level of trust, types and depth of relationships  Current data use  Authority environment for change  Stakeholder Perspectives

29 Preparing for Coordinated Assessment First steps toward implementation  Start gathering data, conduct preliminary analysis  Hold preliminary – zero pressure – meetings with partners  Establish decision-making process and governance committee  Set expectations, draft guiding principals and system goals

30 Preparing for Coordinated Assessment Where to look for help  Reach out to CoCs with coordinated assessment systems  Request HUD technical assistance resources through the HUD Homelessness Resource Exchange (HRE)

31 Questions? Please submit your questions via the chat function. The webinar will be available on our websites at and

32 The System in Practice A Rural Multi-Site system: Washington BOS, Washington  Administered differently in two different counties  Whatcom County  Initial screening, community resource center  Homelessness intake, homeless service center  Unique domestic violence program partnership  Clallam County  Referral from 2-1-1, schools, mainstream services  Intake through two homeless resource centers