Implementing and Operating a Coordinated Entry Project Joan Domenech

1. Implementing and Operating a Coordinated Entry Project Joan Domenech

2. Implementing and Operating a CE  Project  Joan Domenech CE Overarching Goals  • People experiencing homelessness: • who need assistance the most receive it in a timely manner  • minimize time and frustration accessing help • maximize use of system resources • can easily access assistance no matter where or how they present 

3. Implementing and Operating a CE  Project  Joan Domenech Presentation Overview • Proposed CE Data Collection & Management Tools • How to Set Up a CE Project in HMIS (or other data collection system) • Become Familiar with New Proposed CE Data Elements • CE Data Collection Flow Example  •  CE Data Management and Reporting 

4. Implementing and Operating a CE  Project  Joan Domenech  How to Set Up a CE Project?  

5. CE Project Setup Implementing and Operating a CE  Project  Joan Domenech  • Single CE “project” that all relevant agencies can access • If a single project is not possible due to data sharing or other reasons, then the CoC may need to set up multiple projects • Creating at least one CE project in the HMIS, regardless of whether the CoC has a dedicated Services only CE grant

6. Implementing and Operating a CE  Project  Joan Domenech  Proposed Coordinated Entry Data Elements

7. Implementing and Operating a CE  Project  Joan  Domenech Proposed CE Elements • CE Assessments:  • Flexible data element. CoCs can define their own assessment • Collects: • Assessment date • Location • Assessment result

8. CE Assessment Implementing and Operating a CE  Project  Joan Domenech 

9. Implementing and Operating a CE  Project  Joan  Domenech Proposed Draft CE Elements • CE Event: • Data element designed to capture key referral, match, and placement events as well as the results of those events.

10. CE Events Implementing and Operating a CE  Project  Joan Domenech

11. Implementing and Operating a CE  Project  Joan Domenech Contact (modified version of HMIS Data Element 4.12) * For documenting successful referrals when there is lack of HMIS coverage

12. Implementing and Operating a CE  Project  Joan Domenech  Move-in Date (modified version of HMIS Data Element 3.20)

13. Implementing and Operating a CE  Project  Joan Domenech  Questions?

14. Implementing and Operating a CE  Project  Joan Domenech  Coordinated Entry Data Collection Flow

15. Data Collection Flow    Implementing and Operating a CE  Project  Joan Domenech  Triage Household currently experiencing a housing crisis? -  Relevant date to be collected No Yes • Name, pseudonyms or code names • Data element 3.917  Events - Client is: Referred for: navigation, otherprojects, crisishousing, PH, TH, RRH , etc Matched: PH   *Contacts & Move in Date Referred for assessment Exit: client is housed or no contact within the CoC for 90+ days

16. Data Collection Flow    Implementing and Operating a CE  Project  Joan Domenech  Triage Household currently experiencing a housing crisis? No Yes • Name, pseudonyms or code names • Data element 3.917 - Relevant date to be collected

17. Data Collection Flow    Implementing and Operating a CE  Project  Joan Domenech  Events - Client is: Referred for assessment, navigation,  otherprojects, crisishousing, PH, TH, RRH, etc Referred for assessment Matched: PH   *Contacts & Move in Date Client is housed or no contact within the CoC for 90+ days - Relevant date to be collected

18. Implementing and Operating a CE  Project  Joan Domenech  Questions?

19. Implementing and Operating a CE  Project  Joan Domenech  CE Data Quality

20. Data Quality   Implementing and Operating a CE  Project  Joan Domenech  • CoCs should:  • Establish data quality expectations for CE data elements • Data Quality Plan should include • Benchmarks:  accuracy, timeliness and completeness • Monitoring procedures: specify how, when and who? • Incentives & contractual buy in agreement • Develop policies and procedures for editing/updating/ overwriting CE data • Rigorously train staff on data collection through a standardized approach 

21. Implementing and Operating a CE  Project  Joan Domenech  CE Management Tools

22. Priority Lists   Implementing and Operating a CE  Project  Joan Domenech  • Data collected for CE will need to be combined with UDEs defined in the HMIS Data Standards • This combined data can produce the following reports: • Active clients • Missing clients  • Removed clients from HMIS • Reports could be broken out or sorted by useful factors (such as access point geography, target population) in order to learn more about CE participants

23. Implementing and Operating a CE  Project  Joan Domenech  Effectiveness and Efficiency Reporting  • Managing entities must review and monitor CE functioning for multiple indicators • Types of reports that can be regularly reviewed for a simplified depiction of coverage and results: • Coverage and Demand: Reports on results of CE triage at participating access points • Permanent Housing Placement and Retention: Reports on the results of prioritization and referrals based on prioritization score

24. Implementing and Operating a CE  Project  Joan Domenech  Questions?

25. Implementing and Operating a CE  Project  Joan Domenech  What feedback do you have for us about the CE proposed data elements?

26. For each main point; Do you think the ideas presented would work in your community?  • Red: Would NOT work. Write down which aspect of the ideas presented on this point would NOT work, and why not. • Yellow: COULD work. Write down which aspect of the ideas presented on this point COULD work if a change was made. Include what this change should be. • Green: WOULD work. Add this post-it to a flip chart if you think ALL aspects of the ideas presented WOULD work. • What is missing from the proposed CE data elements?  • What additional information would you need in order to implement these (and format for that information)? 

27. Implementing and Operating a CE  Project  Joan Domenech  CE Data Collection Flow CE Data Management CE Project Setup CE Draft Data Elements What additional information would you need in order to  implement these (and format for that information)? What is missing from the proposed CE data elements?

28. Implementing and Operating a CE  Project  Joan Domenech  CE Proposed Data Elements Feedback • To submit any other feedback, please: • Visit the HUD Exchange Ask A Question (AAQ) portal • 2) Under “My question is related to,” select “HMIS: Homeless Management Information System”