Dont get stuck in a rut DATA IMPROVEMENT

Don’t get stuck in a rut! DATA IMPROVEMENT PLANS Oregon Housing and Community Services

Oregon Housing and Community Services 2

WHO ARE WE? • Emily Gardner – Multnomah County – Support 400+ end-users – 20 agencies / 35(ish) programs • Justina Fyfe – UCAN Compliance and Integrity – Support 20+ end users – 2 Counties / 40+ programs – Balance of State Programs Oregon Housing and Community Services 3

WHY SHOULD YOU CARE ABOUT DATA IMPROVEMENT? • If there aren’t enough basic demographic elements on a client profile, that client will ‘disappear’ because you can’t tell if it’s a ‘real’ person or not. (DOB, Gender, Race/Ethnicity) • Without DOB or Veteran Status, you can’t place someone in the right category which effects tallies of seniors, youth, veterans etc. when counting up number of participants. • Without Race/Ethnicity information you can’t assess whether or not your services should be targeted towards culturally specific groups, or if you even have any culturally specific groups within your community. • Hard to demonstrate outcomes when follow up data is not collected - housing retention, benefits acquisition, recidivism rates, etc. • Usually, your funders will want to see the data at some point - grant requirement Oregon Housing and Community Services 4

WHAT IS A DATA IMPROVEMENT PLAN? Data Improvement Plan is a plan to support the timely and accurate entry of data into Service. Point. Accurate and timely information helps us to manage services and accountability, and to prioritize and ensure the best use of resources. Oregon Housing and Community Services 5

STARTING A DATA IMPROVEMENT PLAN • Prep list of all programs and reporting deadlines – Usually quarterly and end of year – Some funders are on a fiscal calendar, academic calendar, regular calendar • Plot each program over the year, checking data at least once per quarter program • Goal is to have accurate data in BEFORE the reporting deadline Oregon Housing and Community Services 6

UCAN DATA IMPROVEMENT PLAN Oregon Housing and Community Services 7

Create a Report Calendar • Start slow • Create a list including – Reports by funder – Report Period – When are they due – What reports are used • Create a calendar – Keep it simple and doable Oregon Housing and Community Services 8

Report Calendar Month January February March April Reports Due 1) SSVF 2) Quarterly Reports (ESG/HSP/EHA VET/ERA/LIRHF/Lottery/SHAP/TBA 3) ESG Caper 4) AMH-MH and AMH-AD 60 5) CDBG 1) SSVF 2) Quarterly Reports (ESG/HSP/EHA VET/ERA/LIRHF/Lottery/SHAP/TBA 3) AMH-MH and AMH-AD 60 4) CDBG Funder Report Period Data Quality Reports used VA - ACCESS Previous Month 0631 and 0260 OHCS / Sage OHA July - Dec Jan - Dec Oct - Dec 0252, 0260 and ESG Caper 0252, and 0260 City Grants Pass Oct - Dec VA - ACCESS Previous Month 0252, and 0260 0631 and 0260 VA - ACCESS Previous Month 0631 and 0260 OHCS OHA July - March Jan - March 0252, 0260 and ESG Caper 0252, and 0260 City Grants Pass Jan - March 0252, and 0260 May 1) SSVF VA - ACCESS Previous Month 0631 and 0260 June 1) SSVF VA - ACCESS Previous Month 0631 and 0260 HUD July - June 0260, 0631 and Co. C APR July - September Co. C APR's ROLS, R&S Oregon Housing and Community Services 9

How do you ensure clean data? • Create a data clean-up calendar • How do you create a calendar for clean-up? • Think - who, what, when, where, how – Who will run the report(s) – What programs will be reviewed – When will the reports be run – Where will the calendar be kept – How will the data be reviewed and cleaned up by whom Do they know? Oregon Housing and Community Services 10

Monthly Reports for Data Review Month January February March Programs Included Reports Report Period To Whom SSVF 0631 and/or 0252 Month Prior SSVF Case Manager Main Stream - OHCS, OHA SSVF Main Stream - OHCS, OHA ART 0252, ESG Caper 0631 and/or 0252 ART 0252 July - January Month Prior July - February Case Manager's SSVF 0631 and/or 0252 Month Prior SSVF Case Manager Main Stream - OHCS, OHA ART 0252 Case Manager's All Programs AHAR July - March Prior Year dates as Specified All Programs SPM's 0700, 0701, 0702, 0703, 0704, 0706 0631 and/or 0252 Prior Year dates as Specified Month Prior ART 0252, ESG Caper SPM's 0700, 0701, 0702, 0703, 0704, 0 706 0631 and/or 0252 ART 0252 0260, 0252, 0631 and Co. C APR July - April Prior Year dates as Specified Month Prior July - May Month Prior July - June SSVF April Main Stream - OHCS, OHA All Programs May June SSVF Main Stream - OHCS, OHA Co. C ROLS/ R&S All Programs AHAR SPM's 0700, 0701, 0702, 0703, 0704, 0706 Prior Grant Year Prior Year dates as Specified My Review Only SSVF Case Manager's My Review Only SSVF Case Manager's Case Manager's My Review Only Oregon Housing and Community Services 11

Continued Canned Reports Used Co. C APR ESG Caper AHAR ART Reports Used #0252 Data Completeness Report Card EE #0260 HUD Co. C APR Data Quality/Completeness #0631 HUD Co. C APR Detail (Retired) #0700 Length of Time Persons Homeless - Metric 1 #0700. 1 b Length of Time Persons Homeless - Metric 1 #0701 Exits to Permanent Hosing with Return to Homelessness - Metric 2 #0702 Number of Homeless Persons - Metric 3. 2 #0703 Employment and Income Growth for Co. C Funded Projects - Metric 4 #0704 Number of Persons First Time Homeless - Metric 5 #0706 Permanent Housing Placement-Retention - Metric 7 Oregon Housing and Community Services 12

Don’t give up • Remember this is a work in progress – Data Standards change which causes reports to change • We are human and things happen – Goal is to do data clean-up often so that an undue burden is not created when reports are due to funders • Keep moving forward – If you miss it this week, do it next week, it takes time to get into a cycle Oregon Housing and Community Services 13

MULTNOMAH COUNTY DATA IMPROVEMENT PLAN Oregon Housing and Community Services 14

PROGRAM LIST & SCHEDULE Program Data Tech Frequency When Notes AHFE-EOP Quarterly O&O, EEDQ-summary page only Benefits Acquisition no services; only need to do R 2 - EEDQ; Data Techs do not have the right access to run this report, Data Analyst must do DT/GY Beth Israel Winter Shelter Part of FSS Bienestar EG monthly alternate R 1 and R 2 Bienestar MH and AOD Services EG monthly alternate R 1 and R 2 From a DQ standpoint, we don't currently have any responsibilities related to this Coordinated Access for Adults and Families Sept/Oct; April/May - R 1 then R 2 CSEC DAC 4 x Diversion (DV) AV monthly DV AV EKT EG August Family Counseling DAC 4 x Sept, Dec, March, should add R 1, what is this? The June - all R 2 counseling half of Runaway Shelter 5 x April, May, June, Aug, Oct, Nov - alt R 1 and R 2 no services, don't need R 1 Family Shelter System DAC Part of SUN CS Oregon Housing and Community Services 15

DATA IMPROVEMENT CALENDAR Allie Emily DOROTHY August MSI - FUP (R 1) FSS (R 2) MHT (R 1) HYC (R 1) SGMYS (R 1) Bienestar (R 1) September October CSEC (R 1) SYA (R 1) PCDS (R 1) MHT (R 2) Runaway (R 2) Family Counseling (R 2) CSEC (R 2)* MSI (R 1) SYA (R 2) PCDS (R 2) FSS (R 1) SUN Schools (esp. EKT) HYC (R 2) SGMYS (R 2) Homesafe (R 1) Horizons (R 1) Bienestar (R 2) Pathways (R 1) Homesafe (R 2) Horizons (R 2) Bienestar (R 1) November December January MSI (R 2) FSS(R 2) Willow Tree (R 2) SYA (YDC) PCDS (R 1) Runaway (R 2) MHT (R 1) Family Counseling (R 2) Pathways (R 2) GTH (R 1) Bienestar (R 2) SGMYS (R 1) HYC (R 1) SGMYS(R 1) GTH (R 2) Bienestar (R 1) HYC (R 2) New Doors (R 1&2) SUN CM (R 1&2) Bienestar (R 2) SGMYS (R 2) February MSI - FUP (R 1) PCDS (R 2) MHT (R 2) March MSI FUP (2)* SYA (R 1) Runaway (R 2) Family Counseling (R 2) SUN Schools (esp. SSID) Homesafe (R 2) Homesafe (R 1) Horizons (R 2) Horizons (R 1) Bienestar (R 2) Bienestar (R 1) April May June MSI (R 1) CSEC (R 1) SYA(R 2) FSS (R 1) MSI (R 2) CSEC (R 2)* PCDS (R 1) FSS (R 2) PCDS (R 2) FSS (R 2) SYA (YDC) Runaway (R 2) Family Counseling (R 2) HYC (R 1) SGMYS (R 1) Bienestar (R 1) HYC (R 2) SGMYS (R 2) GTH (R 1) Bienestar (R 2) SUN Schools (esp. Att. ) GTH (R 2) Bienestar (R 1) STRA STRA STRA HUD Horizons HUD Horizons HUD Horizons HOPWA HOPWA HOPWA PSH PSH PSH Diversion Diversion Diversion LGBTS/Econ. Emp. Oregon Housing and Community Services 16

DATA IMPROVEMENT PROCESS Run Reports • Services Data Quality first – exit folks who haven’t had any services for >90 days • Entry/Exit Data Quality second – clean up missing required data on clients that are/were open during the reporting period • Email agencies with a summary of issues • Re-run report after clean up deadline • Escalate to contract manager as needed Oregon Housing and Community Services 17

TIPS / BEST PRACTICES Possible Subheading Area (delete, if not needed) • Strong training/onboarding of new staff • Develop a “data team” instead of having individual case managers do it • Develop a system for tracking follow ups due; most housing programs have 6 and 12 month follow ups post-program exit • Use training materials provided by Service. Point administrators • Call or email with questions before making up an answer on your own • Host “data entry Friday” work parties • Run reports frequently and stay on top of clean up needed • Publicly recognize teams that have good data quality Oregon Housing and Community Services 18

Q & A Oregon Housing and Community Services 19

Contact Information Emily Gardner Justina Fyfe Multnomah County United Community Action Network Emily. gardner@multco. us Justina. fyfe@ucancap. org Oregon Housing and Community Services 20