Developing a Performance Measurement System in Utah Effective Strategies for Homeless Services COSCDA September 17 th, 2013 Jayme Day, Utah HMIS

Planning Organization in Utah Three Continua of Care Salt Lake CoC Mountainland CoC Balance of State CoC State Homeless Coordinating Committee Twelve Local Homeless Coordinating Committees State and Local Funders ESG, VA, PATH, HOPWA, State Trust Fund, CSBG Statewide Utah HMIS 45 Organizations, 129 programs 85% bed coverage statewide Over 13,000 unique individuals tracked annually

Reporting Environment Multiple funding partners Multiple reporting requirements Multiple sources of funding per program Multiple sources of information Few HMIS/CoC Staff Question – how to see overall performance? Solution – develop a single report per program

Comprehensive Approach Purpose - work across funders and communities to establish a comprehensive approach to performance measurement and grant reporting to simplify and target funding and strategic planning For Providers Focus on specific performance targets Fewer reporting requirements to manage For Funders Work with reports that are more robust Encourages coordination of funding For Communities Provides an overview of community outcomes on a regular basis to support planning efforts For HMIS/CoC Staff Easier to support with smaller staff and Encourages more engagement of community partners and auditing of data

Performance Measures Many measures have been established through the HEARTH Act Reduced length of homelessness Reduced number experiencing homelessness Reduced number newly experiencing homelessness Reduced rate of re-entry to homelessness Increased earned income and benefits Increased number regaining and maintaining permanent housing Reasonable cost per person or cost per positive outcome

Levels/Types of Reporting Levels of Reporting CoC/Community-level Performance Program Performance Case Manager Performance Types of Information Demographic Trends Performance Measures Data Quality Process Measures

Fundamentals Universe of Programs HMIS Coverage & Data Quality Point-In-Time Count & Housing Inventory Chart Grant Inventory Worksheet CoC APR, CAPER, AHAR Reports Reporting Requirements for Other Funders Non-HMIS providers

Quarterly Reporting Identified Quarterly Timeframes Data Collection Dates: January, April, July, October Data Reporting Dates: following month Identified Existing Reports in HMIS Work with reports that providers can access and audit Compliment other reporting requirements

Reporting Process by Program Type Housing Programs (TH, SH, PSH, Prevention, RRH) Quarterly Data Entry Timely Assessments (does NOT require quarterly assessment) Eye on persons Exiting Emergency Shelter Programs (ES) Quarterly Point-In-Time Count - QPIT Outreach and Service Programs (Outreach, SSO) Quarterly Data Reconciliation for Contacts and Services All Providers Data Quality!! Accurate Housing Inventory Program Funding/Sources

Tying it all Together Used the Housing Inventory Chart data collection process to collect additional information to tie to performance reports such as total program funding Applied the HMIS program id or create community program id to other inventories to pull together information Housing Inventory Chart Grant Inventory Worksheet HMIS Program Reports

Program Performance Housing and Shelter Summary Reports for Each Continua Detail Reports with Outputs and Outcomes for Each Program Program Performance Approach 1: Number of Indicators in Lowest Performance Tier Approach 2: Number of Indicators below CoC Targets Apply to all programs and CoC funded programs

Working with the Community Important that all providers were aware of process and how their data would be reported Committee review - Includes funders, continua leadership, providers, and local researchers through Measures to Include Setting Benchmarks Draft reports created for public review and comment

Performance Improvement: CoC and HMIS Collaboration CoC/HMIS: Develop Benchmarks and Goals for Performance Outcomes HMIS: Determine which Programs fall Above or Below Benchmarks CoC: Why are Programs not Meeting Goals? CoC: Determine Steps to Improve Performance

2013 – year in development Important to go through the motions for first year Use first quarter in 2013 to develop initial benchmarks Reports will be available for monthly CoC meetings and agencies will be strongly encouraged to attend meetings in order to be a part of the process Reports, deadlines, and report guides will be available on the Utah HMIS website

Thanks! Contact Information: Jayme Day Utah HMIS Utah HMIS (