Using an Integrated Data Systems to Better Serve People Experiencing Homelessness

Size: px

Start display at page:

Download "Using an Integrated Data Systems to Better Serve People Experiencing Homelessness"

Millicent Lamb
8 years ago
Views:

1 Using an Integrated Data Systems to Better Serve People Experiencing Homelessness National Alliance to End Homelessness July 17, 2012 Chuck Keenan Housing Coordinator Allegheny County (PA) Department of Human

2 MULTI-SYSTEM CONSUMERS Persons served by DHS in 2010, approximately 202,000 (unduplicated) Under 18 years 18 years and older Served by one program office 60% 41% Served by two program offices 23% 23% Served by three program offices Served by four or more program offices 11% 15% 6% 21% 2

3 ORGANIZATIONAL VIEWPOINTS DHS provides an integrated set of services Consumers are Consumers of DHS Staff work for DHS Program Offices were created for management purposes Providers contract with DHS, not Program Offices DHS data Community resource

4 DATA WAREHOUSE GOALS Improve to Clients Avoid providing information redundantly More timely delivery of services Holistic view of client Improve The Ability Of Workers To Perform Their Jobs Efficient use of workers time (less paper, more use of electronic information, elimination of duplicate paperwork) Full view of clients needs Ability to accurately match services to client needs Improve Ability To Manage & Administer Program Operations Identification of duplication & / or gaps in services provided GIS mapping better identification of geographic needs Management information to improve planning & allocation of resources Improved consolidation of reports trends, state, federal Better connection between services & fiscal systems Support the use of this community asset 4

5 BUILDING BLOCKS Common Id Common Intake Common Assessments Strong Source Systems Common Service Offerings Common IT Architecture Common Core Practice Philosophy Common Service Plan Common Payment System Common Training Common Program/Fiscal Monitoring Legal Analysis 5

SHARED IT SERVICES OCS OBH OID CYF AIMS AAA OCR DARE Application Development Reporting and Queries User Support Core Technology Maintenance and Operations Data Analysis and Research Helpdesk

6 SHARED IT SERVICES OCS OBH OID CYF AIMS AAA OCR DARE Application Development Reporting and Queries User Support Core Technology Maintenance and Operations Data Analysis and Research Helpdesk Application Architecture Systems Development Reports Server Infrastructure Training and Implementation Development Backup and Recovery Business Process Optimization and Re-Design Data Warehouse Operations and Maintenance PC Support Technology Solutions 6

7 Staffing Overview Staffing Structure Staffing resources STRUCTURE AND FRAMEWORK New Provider Application Contract Workflow Compliance Management Policy Accounts Payable Central processing Unit IV-E Revenue Generator Application Dev Reports & Queries Core Technology User Support DHS Program Offices Behavioral Health Community Service Intellectual Disability Area Agency on Aging Children, Youth, and Families Shared Areas Human Resources Contracts Administration and Compliance Data Analysis Budgeting & Financial Management Information Systems Management Key Business Functions Information Assets Action Tracker/Dial Trac DHS Assist/DHS Request ECAPS / ALDA / HCSIS/SAMS/LIFT JD Edwards/OnBase KIDS MCI MPER Data Warehouse / DataVue / QuickVue Desired Outcome DHS Integrated and Comprehensive Service to our Consumers, Providers, Workforce 7

ECAPS ECAPS is a case management system serving adults and families and includes several assessment and service coordination modules. It primarily serves the DHS offices listed in the below diagram.

8 ECAPS ECAPS is a case management system serving adults and families and includes several assessment and service coordination modules. It primarily serves the DHS offices listed in the below diagram. M O D U L E S Office of Community Homeless Management Information Systems (HMIS) Office of Behavioral Health IRES Mental Health Forensic Psychiatric Tracking System Executive Office Maximizing Participating Project F U N C T I O N S Client Registration Master Client Index (MCI) Assessments ECAPS Provider Management Master Provider Enterprise Repository (MPER) Service Authorization Rendered Outcomes Management Electronic Client and Provider System (ECAPS) 7/19/2012 8

9 HMIS Homeless Management Information System (HMIS) is a data collection application within ECAPS that is mandated and designed to capture client level information over time on the characteristics and service needs of men, women and children who are experiencing homelessness. This program is mandated by Housing and Urban Development (HUD) and is set to measure effectiveness of program and service delivery with the goal of reducing homelessness and increasing consumers capacity to live independently. HMIS supports three primary modules listed below: Housing and Urban Development (HUD) Homeless Assistance Program (HAP) Homeless Prevention and Rapid Rehousing Program (HPRP) Federally Manadated Reports - AHAR - APR - QPR - MPR Core Functions - Assessments - Service Plans - Outcomes - Census 7/19/2012 9

10 DATA WAREHOUSE DATA SOURCES Allegheny County Housing Authority Allegheny County Jail Allegheny County Medical Examiner s Office Department of Public Welfare Housing Authority City of Pittsburgh Juvenile Probation Pittsburgh Public Schools Clairton Public Schools Potential Data Sources Place-based Data County Probation Health Department Employment & Training Aging Children, Youth and Families Community Service Block Grant Drug & Alcohol Early Intervention Family Support Centers HeadStart Human Development Fund Homeless/Housing Low Income House Energy Assistance Program Maximum Participation Project Medical Assistance Transportation Program Mental Health Mental Retardation System of Care Initiative 10

11 DATA WAREHOUSE TIMELINE Pre-1996: Over 80 separate client based systems October, 2000: Electronic Client and Provider System (ecaps) built to join multiple systems onto one operating platform April, 2001: Data Warehouse built for the purpose of unduplicating clients 2001 ecaps AAA 4/ CYF Parents 6/2001 January, 2003: First External Source Imported (Department of Public Welfare) DPW LIHEAP 1/2003 MATP ALDA 9/ FSC 8/2003 CCBHO 7/ December, 2004: 11 Data Sources Imported into the DW AAA (SAMS) 9/ April, 2002: DW Bridge and Unduplicated Clients tables built January, 2005: Rematching Effort Completed: 15,000 duplicate client records merged January, 2006: 24,000 duplicate client automated through ReportNet Goes records scheduling tool into Production October, 2007: DHS Moves to for Internal Users Near Real Time ACHA 1/ Data Warehouse Probation Addition & Parole al CYF HSDF JPO 5/2006 Parents 8/200611/20066/2007 HACP CSBG 3/2006 7/2006 DOC 4/2006 May, 2006: Cubes Move to ReportNet External User ReportNet Access set up January, 2007: Client matching algorithm merges 2007 ACJ 10/2006 April, 2007: DW Master Client Index Integration December,2007: DW jobs JPO Placement 5/ CSP CYF 6/2008 Placement 4/2008 April 2008: CYF Reports in Cognos8 November, 2007: Cubes built from realtime DW (Daily, weekly and monthly) Medical Examiner 7/ July 2008: QuickVue PPS 10/

12 DATA WAREHOUSE COMPOSITION Client Demographics Provider Information Service Information Fiscal Information Name SSN Gender DOB Address Race and Specialized Offered Location of Service Type Service Location Clients Served Units of Service Cost of Marital Status Education/ Employment Living Arrangement

13 Overlap of Children Served 53 percent (14,450) of PPS Students have prior Human Service involvement 36 percent (9,750) were involved with a Human Service within the last year Involved Within Last Year Prior Involvement CHILD WELFARE BEHAVIORAL HEALTH SUPPORT SERVICES CHILD WELFARE CYF CYF Placement CYF as Parent BEHAVIORAL HEALTH Mental Health Early Intervention Drug & Alcohol System of Care Initiative Medical Transportation (MATP) Family Support Centers Public Housing Assistance Homelessness/Housing Support Public Welfare: Food Stamps Public Welfare: TANF INTELLECTUAL DISABILITY JUVENILE JUSTICE INTELLECTUAL DISABILITY JUVENILE JUSTICE Juvenile Probation Juvenile Probation Placement 2% 1% 2% 3% 1% 1% 3% 1% 1% 2% 3% 3% 4% 6% 6% 5% 10% 9% 7% 7% 9% 8% 8% 15% 14% 10% 10% 13% 24% 23% 27% 28% 31% 30% 29% 34%

14 Percent of Population Homelessness System Involvement 120% Homeless Population (N=2033) 5% High-end (N=88) 100% 100% 85% 85% 84% 80% 75% 68% 60% 60% 63% 45% 40% 38% 36% 32% 20% 23% 23% 23% 23% 22% 19% 16% 10% 0% MH DPW (FS) DA MATP ACJ DPW (SSI) DPW (OM) DPW (GA) CYF (parents) System CYF

15 Homelessness Estimated Annual Cost to Serve High-End Population N=88 - clients in SWES, ES and St. Outreach (10/1/07 and 9/30/08) H&H Housing, $20,443, 1% Jail, $153,325, 4% CYF, $85,896, 2% MR, $4,901, 0% DA, $389,569, 10% MH, $3,165,559, 83% Total Cost = $3,819,693

16 Conclusions and Lessons Learned Our data warehouse has helped us to prove our organizational assumptions that people do not just have a single condition and that we must serve clients holistically they enter and exit multiple systems throughout their lives Our data warehouse lets us see where our homeless clients are and where they have been Your clients are our clients we share the same consumers, so we should work together Allows us to approach other entities to establish partnerships Jail Re-entry Former child welfare participants Behavioral Health

17 Contact Information Chuck Keenan Housing Coordinator Allegheny County Department of Human 1 Smithfield Street 4 th Floor Pittsburgh, PA (412) charles.keenan@alleghenycounty.us

Data Integration across Human Service Agencies: Building Capacity & Promoting the Use of Evidence

Data Integration across Human Service Agencies: Building Capacity & Promoting the Use of Evidence APHSA s National Workgroup on Integration & The Center for State Child Welfare Data Chapin Hall at the