Think outside the Box Not your ordinary HMIS

Think outside the Box: Not your ordinary HMIS Program Wendy Smith HMIS System and Implementation Administrator Portland Housing Bureau- City of Portland Cheryl Nicholson Housing Case Manager Community Action Team, Inc. Oregon Housing and Community Services

Goals: You will be empowered with ideas on how to fit programs that may not be designed for an “HMIS” into Service. Point. Federal, State, Local Funds: HUD Co. C PATH HOPWA SSVF RHY ESG Coordinated Access EHA SHAP Potential Funds: CDBG/CSBG Meals on Wheels Lead Prevention Hiking Group Energy Assistance Piano Lessons Adoption Shared Housing Home Ownership Home Repair Benefit Acquisition Stabilization/Anti-poverty School Supply Give Away Schools Uniting Neighborhoods and more, and more………… Oregon Housing and Community Services 2

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*What this presentation will NOT cover: How to approach/entice an agency to use an HMIS for data collection. Portland Housing Bureau (PHB) Equity & Policy Renter Services Why did they come to us? The structure of our community and HMIS lead NHP Team HIPP Team Data Team CDBG HMIS Lead Grant HDS CAT, DPAL, Home Repair, Homeownership Oregon Housing and Community Services 4

Funding is awarded PHB is a “pass through” agency for Federal Funds And City Funding -Money comes in -Contract is developed -Money goes out Oregon Housing and Community Services 5

How did we fit these non HMIS programs into the “Service. Point Box”? 1. (Like with any program) – What do you need to report? 2. Does a report currently exist to meet those needs? 3. What is the workflow for that report? 4. Are you collecting the appropriate elements for the report? 5. What changes my you need to incorporate? 6. Is the agency using Service. Point (for which programs)? Any HMIS related funding? 7. What is their current client support procedure? 8. Is there a comparable Service. Point workflow? 9. Communicate with agency directly, collect any and all intake forms, etc. 10. What Service. Point tools can you utilize to meet your goals 11. Generate any reports needed 12. Go live 13. Continue to provide support Oregon Housing and Community Services 6

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Fitting Home Repair into the “Service. Point Box” 1. (Like with any program) – What do you need to report? Outcomes, outputs, demographics, zip code, year home built and more. We were at the table during contract negotiations and helped produce this list: Oregon Housing and Community Services 8

Fitting Home Repair into the “Service. Point Box” 2. Does a report currently exist to meet those needs? Mostly, we had an existing report based on Entry/Exits we knew could be modified. 3. What is the workflow for that report? We modeled after an Entry/Exit approach. Then required one additional step to count assistance provided. Sound familiar (in the homeless world, this is Service Provided) 4. Are you collecting the appropriate elements for the report? Mostly, the majority of elements already existed using Universal Data Elements. We did create some elements to meet their needs. Oregon Housing and Community Services 9

Fitting Home Repair into the “Service. Point Box” 5. What changes may you need to incorporate? When is data collected, does reporting begin at screening or completion. 6. Is the agency using Service. Point (for which programs)? Any HMIS related funding? In this instance, it was No. They did not have any related HMIS funding. The agencies were brand new to Service. Point. 7. What is their current client support procedure? They were using an internally developed data system to *Screen folks for eligibility, schedule repair services, track information, complete repair 8. Is there a comparable Service. Point workflow? YES! Permanent Housing, Rent assistance, Coordinated Entry, all the same basic procedure Oregon Housing and Community Services 10

Fitting Home Repair into the “Service. Point Box” 9. Communicate with agency directly, collect any and all intake forms, etc. As needed to assist in data collection and elements needed. Maybe they want to collect information above and beyond the contract. 10. What Service. Point tools can you utilize to meet your goals. Entry/Exit, Services, Households, assessments, picklists, Call. Point, Activity. Point, the list goes on and on……………. . Oregon Housing and Community Services 11

Fitting Home Repair into the “Service. Point Box” 11. Generate Reports Can you use any canned reports? APR? Client Served? What specialized reports may need to be created……in ART, in Qlick 12. Go Live Create user accounts, any data sharing occurring, finalize provider settings, final trainings, etc. 13. Continue to provide support Oregon Housing and Community Services 12

Other Issues/Pitfalls we discovered or should be considered • • • All UDE’s Co. C program or Non-Co. C Sometimes the tools don’t exactly match - Exit Destination Visibility – any connection into Homeless Data? Double data entry Data Analysis Oregon Housing and Community Services 13

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Group Activity: Fitting ________Into the Service. Point “Box” 1. (Like with any program) – What do you need to report? 2. Does a report currently exist to meet those needs? 3. What is the workflow for that report? 4. Are you collecting the appropriate elements for the report? 5. What changes might you need to incorporate? 6. Is the agency using Service. Point (for which programs)? Any HMIS related funding? 7. What is their current client support procedure? 8. Is there a comparable Service. Point workflow? 9. Communicate with agency directly, collect any and all intake forms, etc. 10. What Service. Point tools can you utilize to meet your goals 11. Generate any reports needed 12. Go live 13. Continue to provide support Oregon Housing and Community Services 15

Group Activity: Fitting Energy Assistance Into the Service. Point “Box” 1. (Like with any program) – What do you need to report? 2. Does a report currently exist to meet those needs? 3. What is the workflow for that report? 4. Are you collecting the appropriate elements for the report? 5. What changes might you need to incorporate? 6. Is the agency using Service. Point (for which programs)? Any HMIS related funding? 7. What is their current client support procedure? 8. Is there a comparable Service. Point workflow? 9. Communicate with agency directly, collect any and all intake forms, etc. 10. What Service. Point tools can you utilize to meet your goals 11. Generate any reports needed 12. Go live 13. Continue to provide support Oregon Housing and Community Services 16

Questions? ? How did it go? Did it fit into the Service. Point Box? Anyone surprised? What did you learn? Thank You! Oregon Housing and Community Services 17