1. September 18-19, 2006 – Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development Top Ten Reports: Presenting Data in Useful Formats for Programs, Agencies, CoCs, Funders, and Advocates Kat Freeman, Independent Consultant Stephanie Pruitt, Mid-America Assistance Coalition Paul Rossi, Foothold Technology

2. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 2 HMIS – Beyond Compliance What does “beyond compliance” mean? –Using data to determine program success –Using data to determine “sets” of programs that provide success –Using data to identify gaps in needs –Using data to support funding requests –Using data to set or change policy

3. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 3 Learning Objective To provide solid examples of reports and underlying query logic on some basic reports To understand the purpose of various reports

4. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 4 How Do I Use My Data? Your successful use of data will be determined by a number of things: –Quantity of the data –Quality of the data –Knowing the questions you want answered – and what elements of data you need to answer them. –Pulling what you need from the reports you have written

5. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 5 Today’s Approach Interactive discussion on reporting Questions you might want to ask yourself Sample reports Discussion on report intent and how it relates to the question being asked Identification of data elements Discussion on Query Logic

6. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 6 Role Playing: If I were…., what would I want for reports? System Administrator Agency Executive Director CoC Participant Funding Stream Administrator Legislator How does each role’s desired reports interact with each other?

7. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 7 If I were a System Administrator… (Making sure data are stable and available to support information requests, ensuring data security and client confidentiality) What are the things I am concerned with? Who is using the system and how often –Division Summary Report –User Group Reports –Agency Daily Transactions Report How much data is there and how good is it? –Data Collection Validity Report Universal Data Element Report HUD Program Level Data Element Report How do I help agencies fix data that are missing, incorrect or could be better? –Data Correction Report

8. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 8 If I were an Agency Executive Director or Program Manager…… (Program Administrative Decisions, funding stream needs assessment) Who am I serving? –Client Demographic Counts Decision making on potential and existing funding sources –Where did clients come from/ who referred them? Is this program meeting its goals? –Service Summary Reports How can I improve my program? –How many clients return to my program? Why? Client Goals Report

9. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 9 If I were a Continuum Participant….. (Decision making on funding awards & policy changes) How many clients are moving from emergency shelter to permanent housing? –Follow Up/Outcomes Report How quickly are clients moving from emergency shelter to permanent housing? How many clients who achieve permanent housing return to the emergency shelters? –Follow Up/Outcomes Report

10. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 10 If I were a Continuum Participant…..continued How many clients move continuously from shelter to shelter? What are the utilization rates for our transitional and permanent housing projects? –Housing Utilization Report What is our homeless population? Are we designing programs and developing housing to meet their needs? –Client Demographics Report –Gaps Analysis (Referral/ Unmet need) Report

11. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 11 If I were a Funding Stream Administrator… (Making decisions on resource allocation, program effectiveness within the funding stream goals, gaps analysis) Does the reporting indicate that the program is meeting the goals I have set as requirements for funding? –Client Goals Report –Client Demographics Is this program meeting the needs of the community within the scope of all programs that are available? –Clients Served Demographics (use with Community wide client demographic report) –Clients Served by Program, include other agencies

12. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 12 If I were a Legislator….. (Making decisions on public policy and funding allocations) How many homeless clients are there? –Unduplicated Client Counts How many are families/ how many are individuals? –Household Composition Report Why are they homeless? –Primary/Secondary Reasons for Homeless What services are they using? –Service Summary Report What services do they need? –Referral Report – unmet need report What services are associated with the highest level of success?

13. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 13 Let’s Review the Reports…System Administrator Division Summary Report User Group Reports Agency Daily Transaction Report Universal Data Element Report Program Data Element Report Data Correction Report

14. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 14 Let’s Review the Reports…Program Administrator Client Demographic Counts Service Summary Report Client Goals Report

15. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 15 Let’s Review the Reports…Continuum Participant Follow Up/ Outcomes Report Housing Utilization Report Client Demographics Report Service Summary Report Gaps Analysis (Referral/ Unmet need) Report

16. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 16 Let’s Review the Reports…Fund Administrator Client Goals Report Client Demographics Client Served by Program, include other Agencies

17. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 17 Let’s Review the Reports…Legislator Unduplicated Client Counts Household Composition Report Primary/Secondary Reason for Homelessness Service Summary Report Service Utilization Report Gaps Analysis (Referral/Unmet need) Report

18. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 18 Let’s Talk about Details… Division Summary

19. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 19 User Group Report

20. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 20 Agency Daily Transactions

21. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 21 Universal Data Element Report

22. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 22 Agency Data Correction Report

23. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 23 Client Demographic Counts

24. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 24 Service Summary Report

25. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 25 Service Summary Report – Multiple Agencies

26. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 26 Client Goals Report

27. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 27 Follow Up/ Outcomes Report

28. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 28 Housing Utilization Report

29. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 29 Clients Served, include other Agencies

30. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 30 Household Composition Report

31. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 31 Primary/Secondary Reasons for Homelessness

32. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 32 Gaps Analysis (Referral/Unmet Need) Report

33. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 33 Other things to think about… Definition of Episode – what does it look like for your population? Population Trending – how does your population demographic profile change over time (monthly, annually, seasonally) Performance Measures – define, baseline, and track performance measures to continually analyze program effectiveness Service Suites – what set(s) of services garner the largest percentage of successes?

34. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 34 So HMIS – Beyond Compliance Reporting isn’t just about writing a year-end statistical report or an invoice for funding streams. Reporting can also be used to show gaps and needs, change policies, develop new and better programs, showcase successful programs, and provide trending for program projections. Include Research/ Program Analysts in your discussions about policymaking, program development, and goals determination ~ they will provide invaluable insight into how to make your reporting dreams a reality. And Remember….

35. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 35 School House Rocky ~ School House Rock

36. September 18-19, 2006 - Denver, Colorado Sponsored by the U.S. Department of Housing and Urban Development 36 Contact Information Jan Marcason: maacexe@maaclink.org Paul Rossi: paul@footholdtechnology.com Kat Freeman: kat.freeman@hughes.net