Coordinated Assessment Presented by USICH and HUD March 20, 2012

1. Coordinated Assessment Presented by USICH and HUD March 20, 2012

2. Panelists • Kristy Greenwalt,Director of Housing Policy & Research , USICH • Ann Oliva, Director, Office of Special Needs Assistance Programs, HUD • Matt White, Senior Associate, Abt Associates, Inc.

3. Webinar Format • Call will last approximately 1 hour and 15 minutes • We have reserved an additional 15 minutes at the end of the webinar for Q&A. • Audience members who would like to pose a question can do so at any time through the “questions” function found in the “GoToWebinar” toolbar. • Call audience members are “muted” due to the high number of participants. • Call will be recorded.

4. Webinar Purpose • At the end of this webinar, participants will be able to: • Explain the purpose of coordinated assessment. • Identify the many possible system configurations of coordinated assessment. • Apply the strengths and weakness of each configuration to their communities’ unique context.

5. Why Coordinated Assessment? • Coordinated assessment is a powerful tool for improving system-wide entry, assessment, and referral processes. • Process components include: • Access point(s) – virtual or specific site location • Screening and assessment process (prevent/divert/admit) • Information about available services and programs • Real-time knowledge about program inventory and capacity • Referral and waitlist management • Enrollment/admission decision criteria

6. Why Coordinated Assessment? • Designed to improve the following: • Service Provision • Referral appropriateness Assessment time • Assessment consistencyPlacement time • Multi-provider coordination  Service access • Data Accuracy and Access • Individual trackingSystem monitoring • Resource allocation - planningReporting

7. Why Coordinated Assessment? • Experience with the Rapid Re-Housing Demonstration (RRHD) and HPRP • Four years of evidence • Improvements in as little as one year • Can help end chronic homelessness • Different models, same core principles • Improvements for all demographics

8. Why Coordinated Assessment? • The HEARTHAct regulations • Incorporated lessons from RRHD and HPRP • ESG requirements • CoC requirements • Start planning today

9. Coordinated Assessment Defined • Current State of Assessment • An ad hoc access and assessment process for each program • and • An ad hoc referral process for programs to recommend prevention, housing, and/or other related services.

10. Coordinated Assessment Defined • Question Most People Ask Now: • “Should we accept this individual/family into our program?”

11. Coordinated Assessment Defined • Coordinated Assessment • A standardized access and assessment processfor all clients • and • A coordinated referral process for clients to receive prevention, housing, and/or other related services.

12. Coordinated Assessment Defined Questions CoC Systems Should Be Asking: “What housing and service assistance strategy is best for each household of the several services available?”

13. Flowchart • Standardized Access and Assessment • Coordinated Referral • Access • Assessment Assign • Mainstream Services

14. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

15. Flowchart Coordinated systems can serve all demographics

16. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

17. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access Assign • Assessment • Mainstream Services • Mainstream Services

18. Flowchart • Standardized Access and Assessment • Various models, • standardized process • Single Point of Access • Multi-Site Coordinated • No Wrong Door • 2-1-1 Assessment Hotline • Intake • Access

19. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

20. Flowchart • Coordinated Referral • Standardized Access and Assessment • Assessment Assign • Access • Mainstream Services • Mainstream Services

21. 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 • Standardized Access and Assessment • Assessment • Assessment

22. 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 • Standardized Access and Assessment • Assessment • Assessment

23. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

24. Flowchart • Standardized Access and Assessment • Coordinated Referral • Access Assign • Assessment • Mainstream Services • Mainstream Services

25. Flowchart • Qualities of a good referral system • Accurate: Matches client needs • Informed: Matches facility availability • Effective: Provider accepts and enrolls • Coordinated Referral Assign

26. Flowchart • Qualities of a good referral system • Standard: One process, all clients and services • Comprehensive: all funder and provider fields • Digital: Uses HMIS, two-way communication • Coordinated Referral Assign

27. Flowchart • Qualities of a good referral system • Mandatory: Every provider, all the time • Coordinated Referral Assign

28. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

29. Flowchart • Coordinated assessment leverages mainstream services • Client level Information sharing • System-wide information sharing • Resource sharing and co-location • Comprehensive community planning • Mainstream Services

30. The System in Practice • A Single Point of Access system: • Kalamazoo/Portage, MI • Housing Resource Center (HRC) single location for all housing programs • Also uses 2-1-1 for 24/7 housing emergencies, referred to HRC • Same form and process for everyone except DV • HRC coordinates housing and mainstream program entry

31. The System in Practice • A Multi-Site Coordinated system • Dayton, Ohio • Common Assessment Tool implemented • All clients assessed at one of four coordinated access “Gateways” • Performance targets established at program and system levels; increased program accountability • TH, PSH, and Safe Haven providers only accepting referrals from Front Door (“side door” is closed) • “Long Stayers” identified and prioritized for housing

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

33. The System in Practice • A No Wrong Door system: • Lancaster, PA • Enter any of eight community emergency shelters • Initial screening conducted with local case manager • Local case manager coordinates intake with client and intake specialists • Referral and assessment process conducted remotely

34. 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

35. 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

36. 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)

37. For More Information… • HUDHRE Centralized Intake/HPRP Report: • http://www.hudhre.info/documents/HPRP_CentralizedIntake.pdf • HUDHRE HEARTH Page: • http://hudhre.info/hearth/index.cfm • HUDHRE Virtual Help Desk: • http://hudhre.info/index.cfm?do=viewHelpdesk

38. Questions? • Please submit your questions via the chat function. • The webinar will be available on our websites at http://www.usich.govand http://hudhre.info