1. MDHI Community Meeting on HMIS Priority Communities Initiative May 13 th and 14 th, 2015

2. Abt Associates | pg 2 Introductions  Name  Organization  Current use of HMIS –Enter data into the HMIS –Review data or reports from HMIS –Manage staff that use HMIS

3. Abt Associates | pg 3 Presentation Outline  Part 1: Where Are We Now –Background and context –MDHI HMIS Utilization Review Results  Part 2: Next Steps  Wrap Up

4. Background and Context

5. Abt Associates | pg 5 What is HMIS?  Homeless Management Information System (HMIS) is a locally administered, electronic data collection system  HMIS is used to collect client-level information about persons who access the homeless service system  Often web-based software; there are several distinct HMIS software solution providers in the country 5

6. Abt Associates | pg 6 Potential Benefits of HMIS Advocates and Community Leaders Identify trends in homelessness Numerate the scale of homelessness Inform systems design and policy decisions Measure performance of community system Case Managers and Program Managers Measure client outcomes Coordinate services across the CoC Prepare financial and programmatic reports Measure performance of projects People Experiencing Homelessness Decrease in duplicative intakes and assessments Streamlined referralsCoordinated case management

7. Abt Associates | pg 7 Potential Components of an HMIS People who are homeless provide data Agency staff enter data; data shared with other projects Data updated in HMIS, as needed Data reviewed for timeliness, accuracy and completeness HMIS Lead runs regular DQ and PM reports Agency administrators work with staff to improve data CoC Board and committees review and analyze reports Advocates and community stakeholders receive reports CoC utilizes data for project ranking process CoC utilizes data for PIT and HIC reports More effective resources for homeless persons

8. Abt Associates | pg 8 Why HMIS Matters  A strong HMIS implementation is essential to understanding homelessness in your community  Key funder reports are reliant on quality HMIS data (System-Level Performance Measures, Annual Homeless Assessment Report and Annual Performance Report)  Every CoC is required to implement an HMIS and is scored on this obligation as part of the annual CoC Competition 8

9. Abt Associates | pg 9 HMIS Successes Build 2010-2012 2013 2014-2015 HMIS Lead HMIS Software MDHI staffed St. of Work HMIS Policies AHAR APRs MDHI Staff Added DQ Monitoring ESG & VA Website AHAR System APRs CAPERs Timeliness Reports PIT/TH Sheltered Shelter Pilots

10. Abt Associates | pg 10 HMIS Resources Have Not 2014-2015 2013 2010-2012 MDHI E.D. MDHI HMIS Staff

11. MDHI Utilization Review Results

12. Abt Associates | pg 12 Purpose of Utilization Review 1.Inform CoC board and community about what functions and roles are needed and/or expected of an HMIS system (Lead agency and software) 2.Assess the status and obstacles of the HMIS implementation 3.Develop leadership to help inform and guide the next phase of HMIS in MDHI 4.Use results to either 1) develop an RFP for the HMIS Lead position, or 2) inform the next MOU/SOW between CoC and HMIS Lead Agency

13. Abt Associates | pg 13 Three Functionality Areas 1.Effective management of the HMIS by CCH as the HMIS Lead and MDHI as the CoC 2.Meet baseline reporting expectations that create the basis for system-level planning, resource development and distribution, and performance measurement 3.Expand the uses of the system, particularly in areas that will strengthen the capacity of the CoC to understand the effectiveness of its projects and the system as a whole

14. Abt Associates | pg 14 Functionality #1: Management 1.Provide effective customer service/resolve problems 2.Monitor agencies participating in HMIS and share information with the CoC

15. Abt Associates | pg 15 Feedback and Recommendations  Updates coming to Database Administrator Structure  Ineffective communication about HMIS –Training –Website/branding materials –Agency Administrators/communication list  Effective monitoring of TH and PSH projects; however regular schedule is needed, as well as more involvement from MDHI in the follow-up/messaging

16. Abt Associates | pg 16 Related Community Example

17. Abt Associates | pg 17 Houston HMIS Brochure

18. Abt Associates | pg 18 Functionality #2: Baseline Reporting 1.Produce accurate scope and inventory of the homeless system 2.Describe the number and characteristics of homeless individuals and families (e.g. race, age, veteran status, household type, prior living situation)

19. Abt Associates | pg 19 Feedback and Recommendations  De-duplication effort must be completed to move forward in this area. Community decisions needed around –Data sharing –Whether or not to use old data from Tapestry  Currently not able to generate an accurate inventory of the CoC’s homeless system –HMIS not utilized for Housing Inventory Count –Data on HIC does not match the Grant Inventory Worksheet –CCH and MDHI have already begun to work towards improving this  CCH can generate system-level demographic reports, but poor ES coverage limits the scope of the reports to just TH and PSH –Reports are also not widely shared yet, so capacity has not been demonstrated to the CoC

20. Abt Associates | pg 20 MDHI Report Example PSH Demographic ReportESG CAPER

21. Abt Associates | pg 21 MDHI Report Example

22. Abt Associates | pg 22 MDHI Report Example

23. Abt Associates | pg 23 Houston Dashboard Reports

24. Abt Associates | pg 24 Houston Dashboard Reports

25. Abt Associates | pg 25 Functionality #3: Expanded HMIS 1.Assist in project rating/ranking process, as evidenced by 1) performance reports; 2) HMIS participation/quality reports 2.Map and/or model system to gauge trends/gaps and needs 3.Measure a defined set of system wide outcomes 4.Play key role in coordinated assessment 5.Bring ESG subrecipients into HMIS 6.Vision and expand system capabilities by working with vendor and/or new data sources

26. Abt Associates | pg 26 Feedback and Recommendations  Significant pressures to do these, but the MDHI HMIS has been most focused on the first two functionality areas –Additional resources ($) are needed to build the capacity of the HMIS to move forward in many of these areas in the third functionality –CoC needs to make decisions on coordinated assessment, data sharing, and de-duplication efforts  Reports from HMIS not yet a part of NOFA process; CoC utilize project-level performance and data quality reports

27. Abt Associates | pg 27 Related Community Example Columbus, OH Performance Reports  High –Achieve at least 75% of the measured outcomes and at least one of the successful housing outcomes (either number or percentage outcome)  Medium –Achieve at least 50% but less than 75% of the measured outcomes  Low –Achieve less than 50% of the measured outcomes  Low performers are invited to participate in a Quality Improvement Intervention

28. Abt Associates | pg 28 Columbus Annual Report

29. Abt Associates | pg 29 Columbus Annual Report

30. Abt Associates | pg 30 Related Community Example Michigan Data Warehouse  Received HUD funding to create Statewide Homeless Assistance Data Online Warehouse (SHADoW)  Combines data from statewide HMIS and Michigan Human Services Data Warehouse  Combines de-identified client data to examine homeless use of state mainstream systems. Data is used to help determine: 1.Cost of homelessness 2.Impact of state program changes 3.Patterns of state service usage relating to homelessness 4.Extent homeless are benefiting from state services

31. Group Activity

32. Abt Associates | pg 32 Three Groups – Pick One 1.Improve communication between and among HMIS key players. 2.Increase emergency shelter participation in HMIS. 3.Identify a set of useful reports.

33. Abt Associates | pg 33 Small Group Roles  Facilitator  Scribe  Timekeeper  Reporter

34. Report Out Next Steps

35. Abt Associates | pg 35 Next Steps for PCI Work  PCI HMIS TA will continue in MDHI for several months  Focus is on implementing the recommendations from the HMIS Assessment Report, and preparing the community for –System-level Performance Measurement –Coordinated Assessment –New HMIS Data and Technical Standards, CoC and ESG Rules

36. Wrap Up