CT PIT 2014 Emergency Shelter Project Staff Training January 2014

1. CT PIT 2014 Emergency Shelter Project Staff Training January 2014 Training PowerPoint Provided by CCEH CT Coalition to End Homelessness 257 Lawrence St. Hartford, CT 06106 www.cceh.org

2. CT PIT 2014Count will be held on: Wednesday, January 29, 2014

3. Purpose of CT PIT • HUD mandate • Collect data to inform efforts to end homelessness in Connecticut • Help service providers and policy makers to better understand the needs of homeless people and design effective interventions • Develop a consistent methodology for collecting reliable longitudinal data to measure progress towards ending homelessness.

4. Q: What does an emergency shelter have to do for PIT? • A: • Submit a bed count • Submit a population count • Make sure all HMIS data is entered and accurate

5. Q: How do I submit a bed and population count? • A: • Through an online web form. • You will have a login/password • Link will be sent out ~ a week before the count

6. Q: How do I make sure all HMIS data is complete and accurate? • A: • Run data quality reports beforehand • Exit any open clients that are no longer at the program • Make sure all questions are answered for all persons • Update chronically homeless questions on intake assessment

7. New to PIT This Year CoCs will need to identify the number of beds within projects that are dedicated to veterans and youth. For dedicated youth beds, CoCs need to indicate the age group that the beds are dedicated to serve (i.e., only children under 18, only persons 18 to 24, or persons up to 24).

8. New to PIT This Year Population and Subpopulation Changes CoCs will be required to report race, ethnicity, and gender data for all persons counted. CoCs will be required to report population data for veteran households. Because CoCs are reporting the population data for veteran households the veteran subpopulation requirements have been removed.

9. Completing the Population and Bed Count

10. Population and Bed Count What’s the difference between the Bed Count and the Population Count? BED COUNT: Counting the # of BEDS/UNITS available at your project. The Bed Count takes an ‘inventory’ or shows project ‘capacity’ and ‘configuration’ on the night the Count. POPULATION COUNT: Counting the PEOPLE who stayed at your project on the night of the Count. The Population Count is like a ‘head count’ of people that were residing at each project on the night of the Count.

11. Population and Bed Count • Once you are in the PIT database… • Basic information about the program • Verify that the programs you are seeing are yours – and that none are missing • Number of beds/units on-line at the time of the Count • Number of persons by gender, race, and ethnicity

12. Bed Count Represents your projects capacity, it is the Inventory of the number of beds / units available on the night of the count - whether or not they are occupied. If your project’s configuration of beds/units changes over time or due to need, the Bed Count should reflect the configuration of your program ON THE NIGHT OF THE COUNT

13. Reporting Program Info Reporting Target Populations A population is considered a "target population" if at least three-fourths (75 percent) of the clients served by the project fit the target group descriptor. Projects that do not target specific populations or that have opted not to track Target Population A may leave this data field blank Target Population B designation is used if your project serves only DV or HIV/AIDS sub-populations

14. Bed Count • Inventory Type • Current inventory (C): Beds and units that were available for occupancy on or before January 31, 2013. • New inventory (N): Beds and units that became available for occupancy between February 1, 2013 and January 31, 2014. Inventory designated as ‘New’ should represent an increase in capacity for the project from the previous year. • Under development (U): Beds and units that were fully funded but not available for occupancy as of January 31, 2014

15. Bed Count • The number of beds and units available for… • Households without children: Beds and units are intended for households with adults only. This includes households composed of unaccompanied adults and multiple adults. • B. Households with at least one adult and one child: Beds and units intended for households with (at least) one adult and one child. • C. Youth Households: Beds and units intended for households composed exclusively of persons… • Only children under 18 • Only persons 18 to 24 or • Persons up to 24.

16. Bed Count • Bed Inventory • Veteran Bed Inventory: The number of beds that are dedicated to house homeless veterans and their families. • Youth Bed Inventory: The number of beds that are dedicated to house homeless youth. • Additionally, you will need to identify if the beds are dedicated to serve…. • Only children under 18 • Only persons 18 to 24 or • Persons up to 24.

17. Bed Count Seasonal Beds are available to individuals or families on a predictable schedule at certain times of the year only – you MUST specify the time-frames that the beds are online Overflow Beds/Vouchers are available to individuals or families at peak times of demand and can include mats/spaces in shelter & payments for hotel stays

18. Bed Count • Which BEDS should NOT be counted? • Do not count beds/units that are not specifically designated for homeless people(i.e. Do not count beds/units at mental health or substance abuse programs if they are not designated for homeless people. Also do not count beds/units at DCF funded programs.) • Do not count beds that are not actually available on the night of the count (e.g. beds in development and beds off-line for repairs). • Do not count cribs

19. Bed Count Hotel/motel VOUCHERED BEDS Count the # of overflow beds that each voucher provides, not the number of vouchers. Example: If your project gives a motel voucher to a family of four, include four overflow beds in your bed count (not 1 voucher)

20. Population Count A head count of all persons – Adults & Children – staying in your emergency shelter on the night of the count

21. Population Count • Persons in households with at least one adult and • one child. This category includes households with one adult and at least one child under age 18. • B. Persons in households without children. This category includes single adults, adult couples with no children, and groups of adults. • C. Children Only Households • D. Veteran households with and without children.

22. Population Count Counting people sheltered through a hotel/motel voucher Count the number of people that each voucher is providing for, not the number of vouchers themselves. Example: If your program gives a motel voucher to a family of four, include those four people in your ‘Households With Children’ count (not 1 voucher)

23. Collecting Client Demographics

24. Collecting Client Demographics For emergency shelters… collecting client demographics = doing your everyday shelter intake in HMIS

25. Collecting Client Demographics • GET PREPARED NOW. • Emergency shelters: Run your E800 in ART • Every single data point should be at a completion rate of 95% or higher.

26. Collecting Client Demographics Who uses paper surveys to collect client demographic data? Identify your shelter projects from the three categories below: 1. Those that use HMIS 2. Those that do not use HMIS, and serve any homeless person who comes to the door 3. Those that do not use HMIS, and ONLY serve DV, or youth population Category 1: Client demographics will be pulled from HMIS. NO paper surveys here. Category 2: Client demographics are not captured. NO paper surveys here. Category 3: Adult clients are to complete a paper survey on the night of the count.

27. Wrap-Up Questions? Comments? Brian Roccapriore, Director of HMIS and Strategic Analysis   860-721-7876 x110 or broccapriore@cceh.org