Data Collection and Program Reporting

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1 Oregon Housing and Community Services Data Collection and Program Reporting Using Data to Understand and Reduce Homelessness Lessons Learned from OHCS Current Grantee Reporting Proposed OHCS Reporting Requirements for Housing Stabilization Division Homeless Services Section

2 Oregon Housing and Community Services Data Collection and Program Reporting GOALS: 1. Shared Understanding of the Necessity and Importance of Data Collection 2. Identification of Challenges and Opportunities for Improved Data Collection 3. Grantee Review and Recommendations on OHCS Proposed Reporting Requirements Housing Stabilization Division Homeless Services Section

3 Value and Necessity of Data Reporting You want to know what by when, really? Creates an understanding of the extent of homelessness and who is homeless Informs policymakers at local, state and national level Engages community and stakeholders who are less directly involved Invites critical analysis that leads to better and new strategies (policy & programmatic) Supports regional and county uniqueness Makes results tangible and believable Allows for project/program performance-based investment Increases federal, state, community and agency accountability Supports continuation of and requests for additional funding 3

4 OHCS Current Data Collection You want to know what by when, really? Challenges Required data elements changing within the biennium reporting period Required data elements restricted to what is collectable through existing HUD designed reports Inconsistent state and grantee staff knowledge of how to access and report data Unclear policy/communication about which projects require data collection in HMIS Inconsistent submission of reports by required deadlines Inconsistent quality of data (missing data, new HUD standards, etc.) Limited use of reported data and sharing back with grantees Duplicative entries for projects funded with multiple OHCS funds Multiple reports required based on funding source requirements Other? 4

5 OHCS Current Data Collection Thanks for fixing the report! Opportunities Ability to provide statewide count of unduplicated households (5,159 annual count) Ability to report system performance outcomes (2890 or 56% reside in permanent housing at time of exit) acknowledging that accuracy was limited by the quality of the data but it is a start Twelve of 18 grantees provided six month follow-up data Progress in alignment of program requirements, required data elements and performance outcomes. Shared desire to provide national, state and local data reports that inform all stakeholders and serve as a catalyst for investment, improvement and celebration of success. Other? 5

6 OHCS Proposed Reporting Quality Data + Good Analysis = Improved Performance General Requirements All clients served will be entered into HMIS or alternative system for victims of violence and reported to OHCS Unduplicated household and person counts Quarterly client and service data reports Annual (FY) client and service data reports Point in Time Homeless Count report by county Six month follow-ups on clients who are in permanent housing at time of exit Data reported by funding source and county 6

7 OHCS Proposed Reporting Data Elements HUD Required Universal Data Elements 1. Name 2. Social Security Number 3. Date of Birth 4. Race 5. Ethnicity 6. Gender 7. Veteran Status 8. Disabling Condition 9. Residence Prior to Project Entry 10. Project Entry Date 11. Project Exit Date 12. Destination 13. Personal ID 14. Household ID 15. Length of Time on Street, Emergency Shelter or Safe Haven 7

8 OHCS Proposed Reporting Data Elements Additional Required Data Elements 1. New Households 16. Residential Move-in Date (RRH only) 2. Housing Status 17. Referral Source 3. Income and Sources 18. Client County Location 4. Non-Cash Benefits 5. Health Insurance 6. Physical Disability 7. Developmental Disability 8. Chronic Health Condition 9. HIV/AIDS 10. Mental Health Problem 11. Substance Abuse 12. Domestic Violence 13. Contact (ESG Street Outreach only) 14. Date of Engagement (ESG Street Outreach only) 15. Formerly a Ward of Child Welfare/Foster Care Agency 8

9 OHCS Proposed Reporting System and Grantee Reporting Quarterly Reports provides a picture of grantee service delivery and how specific funds are being utilized Tracks grantee service delivery (client & activity information) Tracks use and effectiveness of state program funding Supportive documentation for disbursing funds (RFFs) Supportive documentation for ensuring contract compliance Annual Report provides a picture of the homeless service delivery system in regards to utilization and outcomes Tracks statewide effort and effectiveness in ending homelessness Provides geographic/county comparisons Informs planning and policy-making Helps identify utilization issues (i.e. equity, vulnerability, etc.) 9

10 Next Steps Where do we go from here? 1. Compile and utilize grantee feedback to make a final determination of what data will be collected 2. Develop report format (s) and instructions on how to collect requested data 3. Establish a Report and Data Collection Workgroup to collaboratively oversee further development of reporting tools, analysis of statewide data, and problem-solve reporting/data collection issues as they arise 10

11 Thank you! For more information, please contact: Marilyn Miller, Homeless Section Manager

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