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

2. http:/www.usich.gov/ 2 Presenters  Matthew Aronson, Office of Special Needs Assistance Programs, HUD  William Snow, Office of Special Needs Assistance Programs, HUD

3. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 6 Coordinated Assessment Defined Question Most People Ask Now: “Should we accept this household into our program?”

7. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 9 Assign Assessment Access Flowchart Mainstream Services Standardized Access and Assessment Coordinated Referral

10. http:/www.usich.gov/ 10 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

11. http:/www.usich.gov/ 11 Flowchart Coordinated systems can serve all demographics

12. http:/www.usich.gov/ 12 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

13. http:/www.usich.gov/ 13 Flowchart Access Mainstream Services Standardized Access and Assessment Mainstream Services Assessment Coordinated Referral Assign

14. http:/www.usich.gov/ 14 Flowchart Various models, standardized process  Single Point of Access  Multisite Centralized  No Wrong Door  Assessment Hotlines Intake Access Standardized Access and Assessment

15. http:/www.usich.gov/ 15 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

16. http:/www.usich.gov/ 16 Flowchart Assessment Mainstream Services Standardized Access and Assessment Mainstream Services Access Coordinated Referral Assign

17. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 19 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

20. http:/www.usich.gov/ 20 Flowchart Mainstream Services Standardized Access and Assessment Access Mainstream Services Assessment Coordinated Referral Assign

21. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 23 Flowchart Qualities of a good referral system  Mandatory: Every provider, all the time Coordinated Referral Assign

24. http:/www.usich.gov/ 24 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

25. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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  2-1-1 telephone services can be a strong ally  Precise demographic analysis for assessment and referral efficiencies

27. http:/www.usich.gov/ 27 For More Information…  HUDHRE Centralized Intake/HPRP Report:  http://www.hudhre.info/documents/HPRP_Cent ralizedIntake.pdf http://www.hudhre.info/documents/HPRP_Cent ralizedIntake.pdf  HUDHRE HEARTH Page:  http://hudhre.info/hearth/index.cfm http://hudhre.info/hearth/index.cfm  HUDHRE Virtual Help Desk:  http://hudhre.info/index.cfm?do=viewHelpdesk http://hudhre.info/index.cfm?do=viewHelpdesk

28. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 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. http:/www.usich.gov/ 31 Questions? Please submit your questions via the chat function. The webinar will be available on our websites at http://www.usich.gov and http://hudhre.info http://www.usich.gov http://hudhre.info

32. http:/www.usich.gov/ 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