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

2. 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?

3. 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
2015
2016

4. 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

5. 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

6. 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?

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

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

14. 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

15. 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

16. 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

17. 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.

18. 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