Using AHAR Data to Create Local Data Dashboards. Wilder Research

Transcription

1 Using AHAR Data to Create Local Data Dashboards Wilder Research

2 Introductions Wilder Amherst H. Wilder Foundation Laura McLain: Project Manager Teresa Howard: Research Associate Theresa Comer: Research Associate [email protected] Websites:

3 Session Agenda What are Data Dashboards and why create them? Why use AHAR data? Steps for creating a simple data dashboard How to create a more advanced data dashboard Uses Distribution

4 Local Data Dashboards Simple summary of data for your CoC Easy to read Data-novice friendly Snapshot of current situation and trends Capacity Occupancy Numbers served Demographics (no trend data) Night prior to entry Length of stay (shelter only)

5 Local Data Dashboards What can they tell us? What is the HMIS participation rate? How many people are we serving? How full are our programs? What do our clients look like? Who are we not serving? Where are client s coming from? How long are clients staying in shelter? and more

6 What can AHAR data tell us? Where are clients coming from before they receive services

7 What can AHAR data tell us? Permanent Supportive Housing beds operate with high occupancy rates Permanent Supportive Housing Statewide 94% 89% 92% 86% 90% 90% Programs serving: Individual Family

8 What can AHAR data tell us? 40% Families tend to have longer shelter stays than individuals 33% 37% 33% 21% 22% Individuals 5% 7% 1% 1% Families Under 1 week 7-30 days 1-3 months 3-6 months 6-12 months

9 What can AHAR data tell us? Proportion of large families served (with 5 persons or more) 35% 25% 20% Emergency Transitional Permanent

10 Phase I Using AHAR Data Why use AHAR data? Easily available Shows basic information Make the connection between Federal reporting requirements and local uses Note: Extrapolated data not included Other Reports available through OneCPD onecpd.info/resource-library/coc-dashboard-reports/ onecpd.info/resource-library/coc-homeless-populationsand-subpopulations-reports/

11 Preparing to Create a Dashboard Discuss data needs/wants with CoC Determine which questions you want to answer Can these be answered with AHAR data? Tally your bed/unit counts for each program type and Individuals/Families. Create a template to automatically populate your dashboard (sample provided) Using Microsoft Excel

12 Phase I: Sample Dashboard Report Capacity (estimated beds) Number served (from HMIS) in HMIS not in HMIS Total Average night Total in period # adults # children 2,142 89% % 2,406 1,968 3,586 1,375 2,205 Capacity (beds) Total people served (in HMIS) 4, ,000 3,586 3,504 3,393 3,586 2,094 2,062 2,005 2,142 not in HMIS In HMIS 2,000 1, Bed occupancy rate (in HMIS) 93% 92% 96% 92% ,500 2,000 1,500 1, Average # people served per night (in HMIS) 1,943 1,895 1,919 1,

13 Sample Dashboard Template Tab 1: Dashboard Tab 2: Data Field for each piece of information that will populate onto the Dashboard Note source of data Tab 3: Provider List List of providers in the CoC Tab 4: Information Helpful background information

14 Proposed Dashboard Data Sources Provider List HIC, HMIS, Other tracking document Bed Counts HIC, HMIS, Other tracking document Demographic Data HDX reports using AHAR data Housing Data HDX reports using AHAR data

15 Dashboard Data sources Most data in the Phase I dashboard can be found in the AHAR report used by your HMIS implementation. Note: HDX reports provide already calculated percentages and averages Additional data will need to be gathered regarding bed counts. This may or may not be available through your HMIS software. Other data sources may also be used as desired.

16 Using the HDX AHAR Reports Data Summary Report Demographics Report Prior Living Situation Lengths of Stay Additional reports are available in the HDX Run for each CoC Repeat for previous years data

17 HDX Sandbox Use the Sandbox to generate reports if: You have reason to believe your data has changed since the AHAR. The CoC has a sample and contributing site and you want to report on them together. The HDX Sandbox is open and available after the AHAR closes until October 1 st (approximately January to October). It operates just like the HDX. But you can only upload one CoC s data at a time.

18 Using the HDX Sandbox Create a provider group/list in your HMIS system Run the AHAR report Download the XML Upload to the HDX Sandbox Run HDX AHAR reports to use for populating your Dashboard templates

19 Populating Templates Test and finalize the template Make a copy of the template and save for each dashboard you want to create Populate with data from your sources Label and Dates Bed Counts HDX report info Review for accuracy Add notes to explain data as needed

20 Phase II: Advanced Dashboard

21 Phase II: Using HMIS Reporting Software Why use reporting software to help build a local dashboard report? Are there other questions that we want to answer that we can t with just AHAR data? Do we have someone on our team who can built advanced reports using HMIS data? Is the community asking for more timely or comprehensive data?

22 Preparing to Create a Dashboard Discuss data needs/wants with CoC Determine which questions you want to answer Can these be answered with HMIS data? Tally your bed/unit counts for each program type and Individuals/Families. Create a template to automatically populate your dashboard (sample provided) Using Microsoft Excel

23 Using HMIS Reporting Software to Create Dashboards Possible extras Destination Length of stay for Transitional or Permanent Supportive Housing Special data elements used by your CoC Create your own locally meaningful categories Age Night prior to residence Destination

24 Using HMIS Reporting Software to Create Dashboards Design report to provide data elements needed Determine which questions you want to answer and which data elements you need to do so Are they available through HMIS? Do you need to supplement with other sources? Keep it simple

25 Using HMIS Reporting Software to Create Dashboards Define questions and parameters Use age and household type at entry or current age and household type? How to handle missing, don t know, or refused answers? What time period do you want to report on? Other? Match report format to dashboard format/fields for easy use

26 Populating Templates: Advanced Dashboard Test and finalize the template Make a copy of the template and save for each dashboard you want to create Populate with data from your sources Label and Dates Bed Counts HDX report info Review for accuracy Add notes to explain data as needed

27 Uses for Data Dashboard Inform Community Show trends Identify gaps Show successes Inform decision making and planning Send to legislators Inform board members Support grant requests

28 Distributing Dashboard Data Bring to CoC meetings Include in board packets Post on a variety of websites Send to HMIS participating and nonparticipating agencies Share with local media

29 Now its your turn Share what your region is doing to meet local data needs?